Company: Japanese Trading Company
Position: (Japanese Speaking) Admin Assistant
Location: London (on-site)
Salary: £29-31.5K
This position is fixed term contact for one year.
General Office Administration
Delivering a warm and professional reception service to all visitors.
Handling incoming calls courteously, transferring them appropriately, or taking accurate messages.
Managing all incoming and outgoing mail.
Arranging courier shipments.
Coordinating hotel bookings and transportation.
Supporting the onboarding process for new employees.
Issuing access fobs and maintaining security records.
Keeping detailed and accurate logs and asset registers.
Updating and organising archived documents.
Ensuring office areas are well‑stocked, tidy, and presentable.
Invoice and Supplier Processing (30–40% of the role)
Entering invoices and credit notes into the DMS system with a high level of accuracy.
Allocating costs correctly across departments.
Maintaining an up‑to‑date purchase order log.
Uploading and maintaining supplier information within BPM.
Stationery and Supplies Management
Monitoring inventory levels and ensuring sufficient stock of office stationery and kitchen supplies.
Processing business card requests.
Facilities & Health and Safety
Liaising with building management to resolve maintenance issues, energy usage concerns, service charges, and billing queries.
Scheduling external contractors and supervising them on‑site, ensuring appropriate RAMS documentation is in place.
Coordinating with a building company regarding planned preventative maintenance (PPM).
Additional Responsibilities
Performing any other duties appropriate to the role and assigned by the company.
Qualifications & Experience
3+ years of experience in administration, reception, or facilities support.
Previous hands‑on experience processing invoices.
Solid understanding of invoice and credit note workflows.
Strong Excel skills.
Intermediate proficiency in Microsoft Word and Outlook.
Experience with SAP, DMS, or other accounting systems is an advantage.
IOSH certification or First Aid qualification preferable but not essential.
Experience coordinating office relocations is beneficial.
Japanese language skills are a plus but not required.