PA & Office Administrator

  • JAC Recruitment (UK) Ltd.
  • Jun 28, 2025
Full time I.T. & Communications

Job Description

Title PA & Office Administrator

Location London Central, hybrid

Hours of work Full-time

Gross salary £32-35,000 / year

Perm / Temp Permanent

Responsibilities of the role

General Affairs Tasks (50%)

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

  • Mobile phones (annual review)

  • Office landline phones

  • Cleaning company

  • Office photocopier

  • Water filter unit

Stationery & Others

  • Monthly stationery orders

  • Ordering of business cards, physical & e-Christmas cards

  • Monthly Nespresso coffee capsule orders

  • Weekly milk delivery

Dealing with couriers (receiving deliveries & arranging collections)

Admin invoices checking (including direct debits)

Supporting the organisation of annual regional conferences

Occasionally preparing the meeting room for VIP guests' visits

HR-Related Tasks (30%)

Employee support:

  • company car management, including insurance

  • Maintenance and annual data extraction from workflow system. Management of employees' workflow system queries

  • Preparing visa invitation letters for operating companies to visit the UK

  • Annual update of the EMEA Group's operating companies' working calendar in Excel

  • Monthly snack ordering for employees

  • Organising and hosting social events, mainly Christmas party

Operating companies support:

Employee well-being:

Preparing for new joiners / leavers:

  • Setting up / de-activating access fob

  • Support IT in preparation for mobile phone:

    • Place order for handset

    • Activate new SIM card & number

  • Organising & hosting (virtual) leaver farewell session

  • Confirming receipt of company items from leavers

Personal Assistant to Senior Management (20%)

  • 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

Experience & Skills

Essential Criteria:

  • English and Japanese

  • Intermediate level Word & Excel skills

  • Administrative experience in a UK based company

  • Experience working for a multi-national company

Person Specifications

  • Strong sense of responsibility

  • Proactive, always thinking one step ahead

  • Able to work within tight deadlines

  • Have excellent attention to detail, especially in Excel

  • 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