PR/118046 | PA & Office Administrator

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