PA & Office Administrator

Centre People; London; Hybrid; GBP 32,000; Full time

Job summary

A leading company in London is seeking an experienced Personal Assistant and Office Administrator. This multifaceted role involves managing daily office operations and providing dedicated support to senior management. The ideal candidate should possess strong administrative skills, be proactive, and ideally have knowledge of Japanese culture.

Qualifications

• Native-level written and spoken English.
• Intermediate level Japanese is advantageous.
• Administrative experience in a UK-based company.

Responsibilities

• Oversee day-to-day office operations.
• Provide PA support to senior management.
• Manage office supplies and facilities.

Skills

Word

Excel

Administrative

Communication

Interpersonal skills

Proactiveness

Job description

A well-established Japanese company is seeking a proactive Personal Assistant (PA) and Office Administrator to join their close-knit team in London.
This multifaceted role involves overseeing day-to-day office operations while providing dedicated PA support to senior management.
Familiarity with Japanese business culture and some proficiency in the Japanese language would be advantageous in this role.

HY46596

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WORK TYPE: Hybrid (Office days: Tuesday, Wednesday and Thursday)
VISA SUPPORT: No
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TYPE: full-time, Permanent
WORKING HOURS: 09:00 - 17:00
SALARY: around £32K, depending on experience
START: ASAP
LOCATION: London

PA & Office Administrator Main Responsibilities:


● Facilities Management
● Health & Safety Management
● Liaison with external suppliers e.g.: Office cleaning company, Electrician regarding lighting system, Office desk phones engineer, SECOM office alarm, PAT testing company (annual)
● Contract Maintenance / Contract Renewals for Mobile phones (annual review)
Office landline phones, Cleaning company, Office photocopier, Water filter unit
● Stationery & Others including Monthly stationery orders, Ordering of business cards, physical & e-Christmas cards, Monthly Nespresso coffee capsule orders, and Weekly milk delivery
● Dealing with couriers (receiving deliveries & arranging collections)
● Managing office recycling and arranging collections from Recorra
● Admin invoices checking (including direct debits)
● Supporting the organisation of annual regional conferences (Shareholders’ Meeting, EMEA HR Conference)
● Occasionally preparing the meeting room for VIP guests’ visits


• Employee support: Small fleet management, Maintenance and annual data extraction from workflow system, Management of employees’ workflow system queries, Supporting the company’s annual corporate philosophy activities
● Preparing visa invitation letters for operating companies
● Annual update of the EMEA Group’s operating companies’ working calendar in Excel
● PIC for their EMEA operating companies’ annual corporate philosophy activities
● Employee well-being: Monthly snack ordering for employees, Organising and hosting social events (mainly Christmas party)
● Preparing for new joiners / leavers: Setting up / de-activating access fob, Reassigning T&A card under Tensor T&A system
● Support IT in preparation for mobile phone
● Organising & hosting (virtual) leaver farewell session
● Confirming receipt of company items from leavers


● Business trip booking / transport management / scheduling
● Monthly expenses management on behalf of senior management
● Invoice processing related to management expenditure
● Any other personal assistant support, as required



PA & Office Administrator Ideal Candidate:
● Native-level written and spoken English
● Intermediate level Japanese is advantageous
● Word & Excel skills
● Administrative experience in a UK based company
● Experience working for a multi-national company
● Strong sense of responsibility
● Proactive, always thinking one step ahead
● Able to work within tight deadlines
● Excellent communicator (good at explaining the background to a situation / request)
● Excellent at feeding back to supervisor / line manager
● Excellent interpersonal skills
● A good team player


** All applicants for the PA & Office Administrator must have the right to work in the country as the Company is not able to offer visa support.
*We regret that we cannot accept applications from Working holiday visa, Graduate or Student visa holders.