PA & Office Administrator

JAC Recruitment (UK) Ltd.; London; Hybrid; GBP 32,000 - 35,000; Full time

Job summary

A leading recruitment company in London seeks a PA & Office Administrator to manage general affairs, support HR tasks, and assist senior management. The candidate should be fluent in English and Japanese, with administrative experience in a UK-based firm. Excellent organizational skills and attention to detail are required for this role.

Qualifications

• Fluent in English and Japanese.
• Intermediate level skills in Word and Excel.
• Prior administrative experience in a UK company.

Responsibilities

• Manage general affairs and facilities.
• Support HR-related tasks and employee wellbeing.
• Assist senior management with personal assistant duties.

Skills

English

Japanese

Intermediate level Word skills

Intermediate level Excel skills

Administrative experience

Experience working for a multi-national company

Job description

Title PA & Office Administrator

Location London Central, hybrid

Hours of work Full-time

Gross salary £32-35,000 / year

Perm / Temp Permanent

Responsibilities of the role

General Affairs Tasks (50%)

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

• Mobile phones (annual review)

• Office landline phones

• Cleaning company

• Office photocopier

• Water filter unit

Stationery & Others

• Monthly stationery orders

• Ordering of business cards, physical & e-Christmas cards

• Monthly Nespresso coffee capsule orders

• Weekly milk delivery

Dealing with couriers (receiving deliveries & arranging collections)

Admin invoices checking (including direct debits)

Supporting the organisation of annual regional conferences

Occasionally preparing the meeting room for VIP guests’ visits

HR-Related Tasks (30%)

Employee support:

• company car management, including insurance

• Maintenance and annual data extraction from workflow system. Management of employees’ workflow system queries

• Preparing visa invitation letters for operating companies to visit the UK

• Annual update of the EMEA Group’s operating companies’ working calendar in Excel

• Monthly snack ordering for employees

• Organising and hosting social events, mainly Christmas party

Operating companies support:

Employee well-being:

Preparing for new joiners / leavers:

• Setting up / de-activating access fob

• Support IT in preparation for mobile phone:

• Place order for handset

• Activate new SIM card & number

• Organising & hosting (virtual) leaver farewell session

• Confirming receipt of company items from leavers

Personal Assistant to Senior Management (20%)

• 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

Experience & Skills

Essential Criteria:

• English and Japanese

• Intermediate level Word & Excel skills

• Administrative experience in a UK based company

• Experience working for a multi-national company

Person Specifications

• Strong sense of responsibility

• Proactive, always thinking one step ahead

• Able to work within tight deadlines

• Have excellent attention to detail, especially in Excel

• 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