Accounting Administrator(Japanese speaking)

JAC Recruitment (UK) Ltd.; London; Hybrid; GBP 80,000 - 100,000; Part time

Job summary

A recruitment agency in the UK is seeking a meticulous Account Administrator to manage financial and administrative operations with a hybrid work model. The role demands close coordination with headquarters in Japan and excellent communication skills. The ideal candidate will have experience in finance or accounting, fluent Japanese and business-level English, and proficiency in accounting software. This part-time position (24 hours a week) is essential for ensuring smooth operations across various administrative areas.

Qualifications

• Experience in finance or accounting support, ideally in retail or a similar industry.
• Familiarity with UK banking and payroll procedures.
• Understanding of employment documentation and GDPR/data protection.

Responsibilities

• Schedule and process payments for vendors and contractors.
• Maintain accurate employee records, including tax ID and bank account details.
• Record and update invoices in the company tracking system.
• Ensure secure storage of all financial records.
• Compile shipping cost data and produce regular analysis reports.

Skills

Finance or accounting support experience

Japanese Native level

English Business level

Communication and interpersonal skills

Attention to detail

Organizational abilities

Proficiency in accounting software

Tools

Xero

Excel

Cloud storage tools

Shopify

Job description

Job Title
Account Administrator

VISA Status
Must have the legal right to live and work in the UK

Workplace
Flexible hybrid arrangement – a mix of remote work and office presence in central London

Hours

Part time - 24 hours a week

About the Role

We are looking for a meticulous and proactive Account Administrator to support our financial and administrative operations in the UK. This role requires close coordination with our headquarters in Japan, as well as external partners such as accounting firms, payroll providers, and vendors.

You will play a key role in ensuring smooth day-to-day operations across banking, payroll, invoicing, and general office administration. The ideal candidate will be comfortable working independently while maintaining strong communication with both internal and external stakeholders.

Main Responsibilities

Banking & Financial Operations

• Schedule and process payments for vendors, contractors, and service providers, including urgent payments when necessary

• Retrieve and securely store monthly bank and credit card statements

• Collaborate with external vendors to prepare monthly and quarterly P&L reports and support performance reviews

• Organize documentation for VAT filings and ensure accurate record-keeping of all financial transactions

Payroll Administration

• Set up salary transfers and distribute payslips securely

• Maintain accurate employee records, including:

  • National and health insurance enrollment

  • Tax ID and bank account details

  • Employment contracts and supporting documents (e.g., ID, work eligibility, P45)

• Monitor attendance and timesheets with the store manager, calculate overtime, and process special leave

• Submit monthly payroll summaries to HQ in Japan

Invoice & Expense Management

• Record and update invoices in the company tracking system

• Oversee expense tracking to ensure accurate documentation

• Verify purchase orders and shipping invoices for compliance and internal alignment

Operations & General Administration

• Ensure secure and compliant storage of all financial and administrative records

• Manage e-commerce payments and VAT reporting

• Monitor store cash flow, reconcile daily cash counts, and implement secure cash handling procedures

• Support inventory checks and reconcile physical stock with financial records

• Assist with freight and customs-related invoice issues and compliance

• Compile shipping cost data and produce regular analysis reports

Additional Duties

• Maintain organized records of all financial transactions

• Collaborate with internal and external teams to improve administrative workflows

• Act as the primary liaison between the UK office and Japanese HQ for finance and admin matters

• Stay informed about changes in payroll regulations

Preferred Qualifications & Skills

• Experience in finance or accounting support, ideally in retail or a similar industry

• Japanese Native level & English Business level

• Familiarity with UK banking and payroll procedures

• Strong communication and interpersonal skills

• Excellent attention to detail and organizational abilities

• Proficiency in accounting software (e.g., Xero), Excel, cloud storage tools, and Shopify

• Understanding of employment documentation and GDPR/data protection

• Ability to handle sensitive information with discretion