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