AESC UK
HR & Admin Assistant
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HR & Admin Assistant
Location: Sunderland, England, United Kingdom
Reports to: HR Specialist
Contract: 6-month fixed-term contract, with potential extension
Working Pattern: Full-time, office-based, five days per week
About the Role
We are looking for a highly organised, proactive and dependable HR & Admin Assistant to support international employee assignments and day-to-day administrative operations.
The role will coordinate immigration documentation, accommodation, transport, vendors and employee support for short-term and long-term assignees. The successful candidate will be expected to communicate effectively across UK and China-based teams, respond promptly to requests and take ownership of operational issues through to resolution.
This is a fully office-based position requiring attendance in Sunderland five days per week. Candidates who already live within a reasonable commuting distance of Sunderland, including Newcastle and Durham, are strongly encouraged to apply.
Key Responsibilities
- Prepare invitation letters and supporting documents for international assignees and business travellers, including signature coordination and record tracking.
- Support visa application processes and coordinate timely information sharing between employees, project teams and UK and China-based stakeholders.
- Arrange accommodation and car rentals for assignees, ensuring bookings are accurate, timely and aligned with project requirements.
- Act as a key contact for assignees, responding promptly to queries and resolving practical issues throughout the assignment.
- Manage relationships with accommodation, vehicle rental and other service providers, including supplier communication, invoice processing and record maintenance.
- Identify and coordinate new suppliers when existing arrangements do not meet operational requirements.
- Assist with business insurance registration and provide administrative support relating to payroll and National Insurance where required.
- Maintain accurate employee, assignment and vendor records in line with internal procedures and applicable data protection requirements.
- Manage multiple priorities and urgent requests while maintaining accuracy, professionalism and clear stakeholder communication.
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Essential Requirements
- Professional fluency in both English and Mandarin Chinese, including strong written and verbal communication skills.
- Excellent organisational and planning skills, with strong attention to detail.
- Ability to communicate confidently and professionally with employees, vendors and internal stakeholders.
- Strong practical problem-solving skills and the ability to resolve issues independently.
- Ability to work effectively under pressure, manage competing priorities and meet deadlines.
- A responsive and reliable working style, with the ability to provide timely updates and follow tasks through to completion.
- Ability to work on-site in Sunderland five days per week.
- Existing right to work in the United Kingdom for the duration of the contract.
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Preferred Qualifications and Experience
- A bachelor’s degree, or current study towards a bachelor’s degree, in Human Resources, Business Administration, Management or a related discipline.
- Previous experience in HR administration, office administration, project coordination, employee mobility, relocation support or vendor management.
- Experience working in an international or cross-cultural business environment.
- Basic knowledge of UK visa, payroll, National Insurance or employee administration processes.
What We Are Looking For
We are looking for someone who takes ownership, communicates clearly and remains calm and solution-focused when priorities change. The successful candidate will be self-motivated, comfortable working independently and willing to take practical action rather than simply escalating problems.
A positive attitude, strong work ethic and commitment to team success are essential.
This role is a six-month fixed-term position. Further opportunities may be available depending on individual performance and organisational requirements.
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