Overview
A Japanese IT company is seeking an Assistant (Admin/PA) for its London office. The role involves working on-site at client premises, assisting with document preparation for major Japanese corporations, liaising with the head office in Japan, managing schedules, and serving as the primary point of contact for IT-related matters.
Type: Permanent, full-time
Salary: £25-30k depending on experience
Working Hours: Monday to Friday, 9:00-17:30
Location: City of London
Start Date: ASAP
Eligibility & Work Style
* WORK STYLE: On-site at the client site
* VISA SUPPORT: Not available
* ELIGIBLE APPLICANTS: (O) Eligible visa: Permanent residence, Spouse, Partner, YMS, Graduate (more than 18 months remaining on your visa)
* NOT eligible: Student visa, Requiring visa sponsorship
* YMS and graduate visa holders with more than 18 months remaining on their visa may also apply, depending on their experience.
Main Responsibilities
* Daily Operation
o Provide 1st line level of technical or business system support via telephone, email, and online tickets
o Support, maintain, and improve customer services
o Assist other team members in Europe or back office/project members
o Assist customer HQ in Japan and third-party vendors
o Work proactively to ensure prompt resolution of support cases, timely project completion, and the highest levels of customer satisfaction
o Understand and comply with the customer’s IT policies and procedures
* Administrative Tasks (based on customer requirements)
o IT compliance reporting and tasks, e.g., SOX compliance, user ID/device inventory updates
o Produce monthly IT reports and newsletters
o Update and maintain intranet contents
o User support for user ID management systems and other internal systems
* System Integration / Maintenance Services
o Support system integration and maintenance tasks on behalf of the customer
o Maintain related documents, including user manuals
o Summarise customer requirements for system integration services
* Project Management
o Act as project coordinator as a representative of the customer
o Assist other on-site engineers in implementing project work at the customer site
o Monitor project progress and adjust as necessary to ensure successful completion
o Coordinate internal and external meetings; prepare and distribute agendas, minutes, and correspondence
* Liaise with Customer HQ in Japan & Third-party Vendors
o Liaise with the customer’s HQ in Japan, other EMEA offices, and third-party vendors
o Handle inquiries to vendors on behalf of the customer in both Japanese and English
o Manage and control service/product delivery by third-party vendors
* Customer Management
o Cooperate with other on-site support engineers to deliver excellent customer service
o Listen carefully to customer requirements or requests and escalate to Supervisor/Line Manager
o Report customer complaints immediately to Supervisor/Line Manager
Ideal Candidate
Essential:
* More than 3 years of working experience within large organisations
* Good documentation skills (e.g., customer reports, manuals)
* Good team player and ability to collaborate with project members
* Basic understanding of networking (LAN, WAN, Wi-Fi)
* Highly proficient in Microsoft 365 products (Word, Excel, Outlook, PowerPoint, MS Teams)
* Business-level verbal and written communication skills in Japanese and English
* Excellent communication skills with clients, end users, and third parties
* Ability to work flexibly on own initiative and as part of a team
* Ability to prioritise and manage own workload
Desirable:
* Experience using Microsoft 365 apps like SharePoint Online, OneDrive, MS Forms
* 1 year or more working experience in a Japanese company
* Experience as a Project Manager or Project Management Assistant
* Ability to interpret and process large, complex information
* Excellent writing skills, able to produce clear and accurate documentation for a range of audiences
All applicants must have the right to work in the UK without any restrictions as the Company is not able to offer visa support.
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