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- Tasks: Manage office operations and provide PA support to senior management in a dynamic environment.
- Company: Join a well-established Japanese company with a close-knit team in London.
- Benefits: Enjoy a hybrid work model, competitive salary, and opportunities for social events.
- Why this job: Be part of a supportive culture that values proactivity and teamwork while making a real impact.
- Qualifications: Fluent in English, intermediate Japanese, and prior administrative experience in a UK company required.
- Other info: No visa support available; applicants must have the right to work in the UK.
The predicted salary is between 24000 - 36000 £ per year.
A well-established Japanese company is seeking a proactive Personal Assistant (PA) and Office Administrator to 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, Permanent
WORKING HOURS: 09:00 - 17:00
SALARY: around £32K, depending on experience
START: ASAP
LOCATION: London
Main Responsibilities:
- 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 for Mobile phones (annual review)
- Office landline phones, Cleaning company, Office photocopier, Water filter unit
- Stationery & Others including Monthly stationery orders, Ordering of business cards, physical & e-Christmas cards, Monthly Nespresso coffee capsule orders, and Weekly milk delivery
- Dealing with couriers (receiving deliveries & arranging collections)
- Managing office recycling and arranging collections from Recorra
- Admin 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’ visits
- Employee support: Small fleet management, Maintenance and annual data extraction from workflow system, Management of employees’ workflow system queries, Supporting the company’s annual corporate philosophy activities
- Preparing visa invitation letters for operating companies
- Annual update of the EMEA Group’s operating companies’ working calendar in Excel
- PIC for their EMEA operating companies’ annual corporate philosophy activities
- Employee 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 system
- Support IT in preparation for mobile phone
- Organising & hosting (virtual) leaver farewell session
- Confirming receipt of company items from leavers
- 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
Ideal Candidate:
- Native-level written and spoken English
- Intermediate level Japanese
- Word & Excel skills
- Administrative experience in a UK based company
- Experience working for a multi-national company
- Strong sense of responsibility
- Proactive, always thinking one step ahead
- Able to work within tight deadlines
- 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
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.
Japanese Speaking Office Administrator employer: Centre People Appointments
Contact Detail:
Centre People Appointments Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Japanese Speaking Office Administrator
✨Tip Number 1
Familiarise yourself with Japanese business culture and etiquette. Understanding the nuances of communication and hierarchy in a Japanese workplace can set you apart from other candidates.
✨Tip Number 2
Brush up on your Japanese language skills, especially in a business context. Even if you're not fluent, demonstrating your willingness to communicate in Japanese can impress potential employers.
✨Tip Number 3
Highlight any previous administrative experience in a multi-national company. Be ready to discuss how this experience has prepared you for the specific responsibilities outlined in the job description.
✨Tip Number 4
Prepare examples of your proactive problem-solving skills. Think of situations where you anticipated needs or improved processes, as these qualities are highly valued in this role.
We think you need these skills to ace Japanese Speaking Office Administrator
Some tips for your application 🫡
Understand the Role: Read the job description thoroughly to understand the responsibilities and requirements. Highlight your relevant experience in office administration and any familiarity with Japanese business culture.
Tailor Your CV: Customise your CV to reflect the skills and experiences that align with the job. Emphasise your administrative experience, language proficiency, and any relevant software skills, particularly in Word and Excel.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention your understanding of Japanese culture and how it relates to your work ethic and communication style.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any errors. Ensure that your English is clear and professional, and that your Japanese language skills are accurately represented.
How to prepare for a job interview at Centre People Appointments
✨Showcase Your Language Skills
Since this role requires proficiency in Japanese, be prepared to demonstrate your language skills during the interview. You might be asked to converse in Japanese or translate a few sentences, so practice beforehand to boost your confidence.
✨Understand Japanese Business Culture
Familiarity with Japanese business etiquette can set you apart from other candidates. Research common practices, such as the importance of politeness and respect in communication, to show that you can seamlessly integrate into their work environment.
✨Highlight Your Administrative Experience
Be ready to discuss your previous administrative roles and how they relate to the responsibilities listed in the job description. Use specific examples to illustrate your organisational skills and ability to manage multiple tasks effectively.
✨Prepare Questions for the Interviewers
Having thoughtful questions prepared shows your genuine interest in the role and the company. Ask about team dynamics, office culture, or specific projects you might be involved in, which will also help you assess if it's the right fit for you.
