Administration Assistant

A Japanese international shipping and LNG carrier company is currently recruiting an Administration Assistant to join their London office. In this role, you will be responsible for delivering vital administrative and clerical support to a team of 70, ensuring the department operates efficiently. This role encompasses handling daily office tasks, maintaining accurate records, organising meetings, and providing assistance with various administrative responsibilities as needed. The ideal candidate would be organised, proactive, and able to support day‑to‑day operational activities effectively. Experience in a fast‑paced environment and strong attention to detail will be key.

Job Details

• TYPE: Full‑time, Permanent
• WORKING HOURS: 9:00-17:00 from Monday to Friday
• SALARY: Depending on experience
• LOCATION: City of London

Responsibilities

• Provide comprehensive administrative support to internal divisions.
• Arrange travel, accommodations, and process expense claims for staff as required.
• Coordinate travel logistics for overseas visitors.
• Manage administration for staff training sessions, conferences, and bookings.
• Assist in organising meetings by scheduling, preparing agendas, and recording minutes when needed.
• Support Executive office members (Head of secretariat, PA and another administrator) in maintaining the group diaries.
• Provide administrative assistance to Senior management.
• Organise internal and external meetings, as well as team‑building events, ensuring all necessary arrangements are in place.
• Maintain accurate records and manage databases as needed.
• Undertake any other administrative tasks as directed by Division management.
• Assist in coordinating and arranging external office events.
• Raise POs and arrange invoice payments.
• Create new suppliers and change bank details in the system.
• Create service fee invoices quarterly basis.
• Enter company card claim details in Focal Point.
• Maintain divisions records and manage databases as needed.
• Manage business card ordering as an administrator.
• Book meeting rooms, restaurants, and venues for events.
• Arrange couriers and sorting post.
• Renew subscriptions annually.
• Undertake any other administrative tasks as directed by Division management.

Ideal Candidate

• Able to work in a multicultural global business interacting with colleagues and stakeholders of different cultural backgrounds.
• Excellent inter‑personal skills.
• Commitment to the assignment with reliability and flexibility.
• 1 year Office Administration Experience.
• Good English written and verbal communication skills.
• Open, honest approach and a good team player.
• GCSEs/A‑Levels or equivalent qualification required; further education or administrative certification is an advantage.
• High level of written and spoken English.

All applicants for the Administrative Assistant 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 YMS visa, Graduate or Student visa holders.