Administrator / Secretary (GIB) – Fixed Term 1 Year
£27,000 - £30,000 per annum (depending on experience)
Japan’s largest general trading company in London are looking for an 1 year fixed term Administrator / Secretary. The GIB Division(Global Environmental & Infrastructure Business Group) encompasses an extensive range of activities and products, ranging from business operations in power generation, water, transportation, oil and gas production facilities and other necessary infrastructure that have a direct impact on our quality of life. Team members are constantly on the go and the administrator/team secretary will fulfill an important role as “control tower” for the team whilst providing administrative and secretarial support.
DUTIES AND RESPONSIBILITIES
§ To provide travel and logistical support that allows the managers and visitors to GIB dept to travel in the most efficient way possible
§ To provide efficient secretarial support and diary management to GIB managers.
§ Provide efficient administrative services to include answering the telephone phone, taking messages, filing, updating of customer lists and processing travel expenses etc.
§ To provide administrative support to visitors from Japan and international business partners.
§ To arrange facilities for exhibitions, conferences
§ To prepare internal/external documents using Microsoft Office suite(Word, PowerPoint, Excel).
§ To produce and maintain orders and invoicing, including allocation to their Tokyo and other offices as necessary. Advising when invoices are due or overdue.
§ To settle invoices using the SAP system
§ To liaise with internal departments, suppliers and clients to ensure the smooth settling of invoices and payments.
§ To produce reports on current income and expenditure
§ To carry out market research on sales/products/business environment (industry news, government policy etc) and provide reports, project outlines.
§ To prepare monthly compressor sales reports.
§ To liaise with customers, suppliers, IT consultants for sub-system troubleshooting and their internal Departments e.g. Accounts, Treasury, ITS etc
REQUIRED SKILLS AND QUALIFICATIONS ESSENTIAL
§ Experience of providing secretarial support within a large corporate environment
§ Experience of diary management to include scheduling/rescheduling meetings and notifying stakeholders.
§ Articulate with professional written and verbal English language skills.
§ Educated to at least GCSE level in Mathematics and English language (or overseas equivalents where applicable)
§ Able to establish and build effective working relationships with others – in immediate team and with stakeholders
§ Strong attention to detail and high level of accuracy
§ Able to work on own initiative and without close supervision
§ Able to multi-task and manage competing activities simultaneously and within deadlines
§ High standard of organisation, accuracy and attention to detail required.
§ Ability to work calmly and methodically under pressure
§ Microsoft Office applications (Word/Excel) to intermediate level