JAC Recruitment
Administration Assistant
London
Posted 1 day ago
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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.
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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.
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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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Skills
Administrative Support
Financial Processing
Charter Hire Invoicing
Stakeholder Coordination
Time Management
Meeting Coordination
Travel Logistics
Database Management
Invoice Management
Cash Flow Monitoring
Minute Taking
Expense Processing
Location