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