Job Title

Japanese Speaking PA & Office AdministratorRef: HY46596A well-established Japanese company is seeking a proactive Personal Assistant (PA) and Office Administrator join their close-knit team in London.This multifaceted role involves overseeing day-to-day office operations while providing dedicated PA support to senior management.Familiarity with Japanese business culture and some proficiency in the Japanese language would be advantageous in this role.--------------------------------------WORK TYPE: Hybrid (Office days:Tuesday, Wednesday and Thursday)VISA SUPPORT: No--------------------------------------TYPE: full-time, PermanentWORKING HOURS: 09:00 - 17:00SALARY: around 32K, depending on experienceSTART: ASAPLOCATION: LondonJapanese Speaking PA & Office Administrator Main Responsibilities:Facilities ManagementHealth & Safety ManagementLiaison 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 for Mobile phones (annual review)Office landline phones, Cleaning company, Office photocopier, Water filter unitStationery & Others including Monthly stationery orders, Ordering of business cards, physical & e-Christmas cards, Monthly Nespresso coffee capsule orders, and Weekly milk deliveryDealing with couriers (receiving deliveries & arranging collections)Managing office recycling and arranging collections from RecorraAdmin invoices checking (including direct debits)Supporting the organisation of annual regional conferences (Shareholders Meeting, EMEA HR Conference)Occasionally preparing the meeting room for VIP guests visitsEmployee support: Small fleet management, Maintenance and annual data extraction from workflow system, Management of employees workflow system queries, Supporting the companys annual corporate philosophy activitiesPreparing visa invitation letters for operating companiesAnnual update of the EMEA Groups operating companies working calendar in ExcelPIC for their EMEA operating companies annual corporate philosophy activitiesEmployee well-being: Monthly snack ordering for employees, Organising and hosting social events (mainly Christmas party)Preparing for new joiners / leavers: Setting up / de-activating access fob, Reassigning T&A card under Tensor T&A systemSupport IT in preparation for mobile phoneOrganising & hosting (virtual) leaver farewell sessionConfirming receipt of company items from leaversBusiness trip booking / transport management / schedulingMonthly expenses management on behalf of senior managementInvoice processing related to management expenditureAny other personal assistant support, as requiredJapanese Speaking PA & Office Administrator Ideal Candidate:Native-level written and spoken EnglishIntermediate level JapaneseWord & Excel skillsAdministrative experience in a UK based companyExperience working for a multi-national companyStrong sense of responsibilityProactive, always thinking one step aheadAble to work within tight deadlinesExcellent communicator (good at explaining the background to a situation / request)Excellent at feeding back to supervisor / line managerExcellent interpersonal skillsA good team player All applicants for the PA & Office Administrator must have the right to work in the country as the Company is not able to offer visa support. We regret that we cannot accept applications from Working holiday visa, Graduate or Student visa holders. When contacting us, please include the job reference number (Ref: HY46596) at the top of your message.If your application is successful, you will be contacted within two business days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.