Japanese Speaking Office Administrator

A Japanese organisation based in the city of London is urgently recruiting an Office Administrator to join their Accounts & Admin department.You will be responsible for day-to-day operations of the office administration and maintaining the office. Helping to provide a good working environment and a positive company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone.

TYPE: Permanent, full-time

WORKING HOURS: 8:30-17:00 from Monday to Friday

SALARY: £23-25K DOE

START: ASAP

LOCATION: London City (Hybrid working available - 3 days in the office, 2 days’ work from home - It may change depending on the company’s decision.)

MAIN DUTIES AND RESPONSIBILITIES

General Office Administration:

• Manage company correspondence, including phone calls, emails, letters and packages

• Manage reception area including welcoming customers and guests

• Manage inventory of office supplies, including stationery and multimedia equipment to ensure smooth office operations

• Maintain office space to ensure good work environment

• Perform data entry roles, including updating records and databases for personnel and other office-related information

• Type, format, and edit reports, documents, and presentations; submit reports

• Assist with general filing and clerical duties

• Serve as a personal assistant to the senior management including scheduling appointments, booking venues/transportations, maintaining calendar, and sending reminders/confirmations when relevant

• Maintain regular and effective communication with the building management agent, sub-tenants, and various office-related contractors

• Coordinate maintenance of office equipment

• Assist in planning and arranging travels/events, including organising catering, location

• Other office administration tasks when requested

Accounting Assistance:

• Assist in conducting supplier statement reconciliations and bank reconciliations

• Assist in tracking petty cash, keeping appropriate records and maintaining reconciliations

• Collate and file senior executive expenses

• Raise Quotations as requested

• Assist in processing sales invoice/recurring invoice, payments to suppliers, expense claims

• Input data

• Other accounting support jobs when requested

IDEAL CANDIDATE

• Previous experience in an office administration role

• Business level of English and Japanese

• A good knowledge of MS Office and an ability to maintain electronic documents properly

• Understanding and adherence to confidentiality standards

• High attention to detail with minimal mistakes

• Confident communicating with colleagues of all levels and suppliers/contractors

• Time management skill
• Attention to detail

• Ability to multitask

** All applicants must have the right to work in the UK as the Company is not able to offer visa support.

If your application is successful, you will be contacted within two working days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.