Team Secretary / Administrator

Company Description
"K" Line Bulk Shipping (UK) Ltd is a shipping company based in London, United Kingdom fully owned by Kawasaki Kisen Kaisha Ltd, Tokyo. We specialise in providing bulk shipping services to clients worldwide. With a strong industry presence and a commitment to excellence, we continue to be a leader in the shipping sector.
Role Description
We are looking for a Japanese speaking, full-time Team Secretary/Administrator to be based in our London office. As a Team Secretary/Administrator, you will be responsible for providing administrative support to the Team and Directors, you will also aid the Marine, Technical and Legal division consistent with “K” Line Bulk Shipping’s established procedures and policies. This is a hybrid role, offering flexibility for home working 2 days per week.
Key tasks and responsibilities
Personnel matters:
Schedule management of Directors
Keeping up to date information for Staff Holiday/Absence/Sick Leave/Business Trip Records
Assistance with New Starters/Leavers by liaising with various departments
Meetings and Travels:
Meeting room arrangements
Scheduling weekly meetings
Looking after visitors
Ordering Lunches
Travel arrangements for staff business trips
Settlement of Petty Cash/Travel Expense/Credit Card for Directors
Office admin:
Post/Fax/DHL/Parcels distribution and gathering
Ordering Stationery/Business Cards
Covering Telephone calls and taking detailed messages
Sending greeting cards, calendars, and Christmas cards
Circulars distribution/collection/filing
Assistance to Corporate & Accounting and Operations/Commercial divisions
Tasks relating to Marine, Technical & Legal division
Ship Managers:
Paying Monthly Fund Requests to ship managers according to agreed Opex Budget
Settlement (reconciliation) of vessel’s Opex accounts with ship managers on quarterly basis
Paying drydock fund requests/invoices to ship managers or shipyards, as necessary
Settlement (reconciliation) of vessel’s drydock accounts with ship managers at the end of each drydock
Insurances :
Application for insurance renewals (H&M, P&I, LOT, FDD, Cargo Liability, Charterers’ Liability, COFR, Bunker Insurance)
Paying various insurances premiums
Filing and admin support
Qualifications
Proficiency in Japanese and English languages
Experience of working in an office environment
Excellent Customer Service skills
Good working knowledge of Microsoft Office Suite
Excellent time management skills and the ability to multitask and meet deadlines