Administrator / Secretary (MDO)

  
Advertised on : 16 Oct 2018 | Closing date : 14 Jan 2019

  Job Reference : 10312


Title 

 

Administrator / Secretary

 

Salary

 

£25,000 - £30,000 per annum (depending on experience)

 

Job profile

 

This role is based within the Managing Director’s Office and provides centralised administrative support for expenses settlements. In addition the jobholder provides secretarial cover during the absence of Team Secretary colleagues within their office community.

Daily work is assigned by the Senior Secretary and local department managers (the client group) who may allocate work during periods of Team Secretary absence cover.

 

JOB DESCRIPTION

 

Principal Duties and Responsibilities

·         Settle employee expenses through SAP/Concur System for Corporate and Business  divisions

·         Provide efficient administrative services including answering phones, taking messages, filing / scanning / dispatching documents, maintaining the customer lists.

·         To provide administrative support to visitors.

·          Carry out business trip and travel arrangements for Managers and incoming visitors (including air tickets, hotel bookings, preparation of application for expenses and other associated tasks)

·         To produce and maintain orders and invoicing, including allocation to Mitsubishi Corporation Tokyo and other Mitsubishi Corporation offices as necessary. Advising when invoices are due or overdue.

·         To liaise with customers, suppliers, IT consultants for sub-system troubleshooting and internal Mitsubishi Corporation Departments e.g. Accounts, Treasury, ITS etc

·         To cover the responsibilities of MDO colleagues during team member absences and peak work volumes.

·         Provide efficient secretarial support and diary management to Managers.

·         To undertake local ad-hoc department specific work functions as may reasonably be required. (Such activities may include submission of reports, low level research functions, assisting with event organizing etc)

 

This information does not define or limit the scope of employment.  The Company might reasonably require an employee to perform other duties from time to time.

 

Person Specification

 

Qualifications and Skills Required:

 

Essential

·          Demonstrable experience of having delivered secretarial support

·          Strong experience of outlook diary management to include scheduling/rescheduling meetings and notifying stakeholders.

·          Articulate with professional written and verbal English language skills.

·          Establishes and builds effective working relationships with others – in immediate team and with stakeholders

·          Works on own initiative and without close supervision

·          Multi-tasks and manages competing activities simultaneously and within deadlines

·          Ability to work calmly and methodically under pressure

·          Microsoft Office (Word/Excel/Powerpoint) to intermediate level or above

·          Excellent time management and organisation skills

·          A strong communicator, who updates team members on activities and provides seamless work handovers

·          Accurate with strong attention to detail

 

Desirable

·         Professional written and verbal Japanese language skills

·         Work experience in dealing with travel agents/hotels/restaurants.

·         Work experience in a company with international operations

·         Previous experience of SAP

 

HOURS OF WORK

 

Monday to Friday 9:30am to 5:30pm

In the quarterly closing seasons, some overtime work or weekend work may be requested. These hours are subject to a regular review and times may be varied by management SALARY AND BENEFITS

Basic Annual Salary:   

£25,000 - £30,000 per annum (depending on experience)

 

Flexible Benefits Allowance

£2,200

Other Benefits

25 days holidays plus the number of Bank/Public holidays in the corresponding holiday year

Life Assurance @ 4 x salary Private Health Insurance Private Dental Cover

GP Service Pension Scheme

 

Starting date

 

ASAP

 

Visa

 

Eligible to work in the UK without any restriction

 

About our client

 

Trade industry

 

Functional Areas : Office Professionals;Secretary / PA
Type of Employment : Permanent
Work Location : (London)
Salary Description : GBP 25K - GBP 30K +

   
 
 
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