Japanese Speaking Administration Assistant

About the Role

Join a Japanese company in London as a full-time Administration Assistant providing essential support to keep departmental operations smooth and efficient. Your duties include handling daily administrative tasks, maintaining accurate records, and assisting with meeting organisation and various office functions.

Key Responsibilities

• Deliver all-round administrative assistance across multiple divisions.
• Arrange employee travel and accommodation, and manage expense claim processing.
• Coordinate travel arrangements for visitors coming from overseas.
• Manage logistics and administration for training, conferences, and bookings.
• Support meeting organisation: scheduling, agenda creation, and minute taking.
• Assist Executive Office with group diary management.
• Provide administrative backing to senior managers.
• Organise both internal and external meetings, team-building sessions, and corporate events.
• Handle booking of venues such as meeting rooms and restaurants.
• Manage courier services and mail handling.
• Support external office events coordination.
• Maintain database accuracy and manage the Sansan business card system as administrator.
• Perform annual subscription renewals.
• Undertake other administrative duties as assigned.

Finance and Administrative Duties

• Raise purchase orders and arrange payments of invoices.
• Create supplier records and update bank details within company systems.
• Issue quarterly service fee invoices.
• Input company card expense claims into the Focal Point system.

Tanker Team Support

• Review and verify monthly charter hire invoices with tanker operators.
• Prepare and issue invoices for vessels monthly via Focal Point system.
• Ensure timely submission of invoices to customers.
• Receive and verify upcoming charter hire invoices and coordinate approvals.
• Process invoice payments through Access Dimensions software.
• Coordinate payment schedules, confirm payment dates with customers, and manage cash flow details.
• Follow up on month-end activities ensuring payment receipt and adherence to deadlines.

Skills and Competencies

• High attention to detail with accuracy in financial and administrative processing.
• Preferred knowledge of maritime operations and charter hire invoicing.
• Experienced user of financial software such as Access Dimensions and Focal Point.
• Strong communication skills and ability to effectively coordinate stakeholders.
• Excellent organisational and time management capabilities.

Candidate Profile

• Minimum one year of office administration experience.
• Qualifications equivalent to GCSEs or A-Levels; further education or admin certification is an advantage.
• Proficient in spoken and written English.
• Excellent interpersonal and communication skills with an open, honest attitude.
• Team player comfortable in a multicultural, global business setting.
• Reliable, flexible, and committed to delivering high-quality administrative support.

Additional Information

Only shortlisted candidates will be contacted. Thank you for your understanding.