Job Title
Account Administrator
VISA Status
Must have the legal right to live and work in the UK
Workplace
Flexible hybrid arrangement – a mix of remote work and office presence in central London
Hours
Part time - 24 hours a week
About the Role
We are looking for a meticulous and proactive Account Administrator to support our financial and administrative operations in the UK. This role requires close coordination with our headquarters in Japan, as well as external partners such as accounting firms, payroll providers, and vendors.
You will play a key role in ensuring smooth day-to-day operations across banking, payroll, invoicing, and general office administration. The ideal candidate will be comfortable working independently while maintaining strong communication with both internal and external stakeholders.
Main Responsibilities
Banking & Financial Operations
Schedule and process payments for vendors, contractors, and service providers, including urgent payments when necessary
Retrieve and securely store monthly bank and credit card statements
Collaborate with external vendors to prepare monthly and quarterly P&L reports and support performance reviews
Organize documentation for VAT filings and ensure accurate record-keeping of all financial transactions
Payroll Administration
Set up salary transfers and distribute payslips securely
Maintain accurate employee records, including:
National and health insurance enrollment
Tax ID and bank account details
Employment contracts and supporting documents (e.g., ID, work eligibility, P45)
Monitor attendance and timesheets with the store manager, calculate overtime, and process special leave
Submit monthly payroll summaries to HQ in Japan
Invoice & Expense Management
Record and update invoices in the company tracking system
Oversee expense tracking to ensure accurate documentation
Verify purchase orders and shipping invoices for compliance and internal alignment
Operations & General Administration
Ensure secure and compliant storage of all financial and administrative records
Manage e-commerce payments and VAT reporting
Monitor store cash flow, reconcile daily cash counts, and implement secure cash handling procedures
Support inventory checks and reconcile physical stock with financial records
Assist with freight and customs-related invoice issues and compliance
Compile shipping cost data and produce regular analysis reports
Additional Duties
Maintain organized records of all financial transactions
Collaborate with internal and external teams to improve administrative workflows
Act as the primary liaison between the UK office and Japanese HQ for finance and admin matters
Stay informed about changes in payroll regulations
Preferred Qualifications & Skills
Experience in finance or accounting support, ideally in retail or a similar industry
Japanese Native level & English Business level
Familiarity with UK banking and payroll procedures
Strong communication and interpersonal skills
Excellent attention to detail and organizational abilities
Proficiency in accounting software (e.g., Xero), Excel, cloud storage tools, and Shopify
Understanding of employment documentation and GDPR/data protection
Ability to handle sensitive information with discretion