Administration Assistant

• Company: Japanese Company
• Position: Administration Assistant
• Job Type
• Permanent, Full-Time
• Location
• London
• Role Purpose

To deliver vital administrative and clerical support to a team of 69, ensuring the department operates efficiently.

The role involves handling daily office tasks, maintaining accurate records, organising meetings, and supporting a variety of administrative activities across the business.

Key Responsibilities

• Administration Support
• Provide comprehensive administrative support across divisions.
• Arrange travel, accommodation, and process expense claims for staff as required.
• Coordinate travel logistics for overseas visitors.
• Manage administration for training sessions, conferences, and bookings.
• Assist in organising meetings, including scheduling, agenda preparation, and taking minutes where required.
• Support Executive Office members in maintaining group diaries.
• Provide administrative assistance to senior management.
• Organise internal and external meetings, team-building activities, and events.
• Book meeting rooms, restaurants, and venues for events.
• Arrange couriers and manage incoming and outgoing post.
• Assist with coordinating external office events.
• Maintain accurate records and manage databases as required.
• Manage Sansan (business card management system) as administrator.
• Renew subscriptions annually.
• Undertake other administrative duties as required by management.
• Finance & Administration
• Raise purchase orders (POs).
• Arrange invoice payments.
• Create supplier records and update supplier bank details within internal systems.
• Create service fee invoices on a quarterly basis.
• Enter company card expense claim details into Focal Point.
• Tanker Team Support
• Monthly Charter Hire Invoicing
• Review and verify details of upcoming charter hire invoices with Tanker Operators.
• Prepare, raise and issue monthly charter hire invoices for each vessel using Focal Point.
• Submit invoices to customers in a timely manner.
• Payment Processing & Invoice Management
• Receive and review monthly charter hire invoices for the following month.
• Coordinate with Tanker Operators to confirm invoice accuracy and payment approval.
• Process invoices for payment through the Access Dimensions system.
• Payment Coordination & Cash Flow Monitoring
• Confirm payment value dates following receipt of customer funds.
• Liaise with customers regarding payable amounts and expected payment dates.
• Support timely payment processing and coordination activities.
• Communicate payable and receivable positions following payment confirmation.
• Month-End Activities
• Ensure customer payments are received by month-end.
• Monitor timelines to ensure all monthly activities are completed within required deadlines.
• Key Skills & Competencies
• Strong attention to detail and accuracy in financial processing.
• Knowledge of charter hire invoicing and maritime operations is preferred.
• Experience using financial systems, such as Access Dimensions.
• Effective communication and stakeholder coordination skills.
• Strong organisational and time management abilities.

Person Specification

Qualifications & Experience

• GCSEs/A-Levels or equivalent qualification required. Further education or administrative certification is advantageous.
• High level of written and spoken English.
• Minimum 1 year of office administration experience.
• Personal Attributes
• Good written and verbal communication skills.
• Open, honest approach and ability to work as part of a team.
• Ability to work effectively within a multicultural global business environment.
• Excellent interpersonal skills.
• Reliability, flexibility, and commitment to delivering high-quality support.

We regret to inform that only shortlisted candidates will be notified. Thank you for your understanding.

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