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:
o Place order for handset
o 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
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