Secretary

Mitsubishi Heavy Industries EMEA, Ltd.

Job title: Secretary

Position: Full-time 

Functional area: Compressor and Purchasing Departments

Reporting to: General Manager (GM) of both Departments

Location: Chiswick, West London (W4 5YA)

Main Purpose of the Job:

To provide secretarial and administrative support to the compressor and purchasing Departments

KEY TASKS:

• Quick and precise action for the requests from GM and team members, if requested;
  • Booking tickets/hotels,
  • SAP,
  • Payment for invoice,
  • Visa application,
  • Visitors’ greetings and support,
  • Schedule organization,
  • Dispatching of documents/goods.
• Proactive support of team members;
• Understanding of group member’s daily works for better performance of his/her own tasks;
• Flawless dispatch of calendars and X’mas cards and maintenance of customer lists;
• Dealing with email, faxes and post, and general Ad hoc duties;
• Screening telephone calls, enquiries and requests, and handling them when appropriate;
• Filing of documents;
• Making report and settle the expenses, including group members’ travel fee;
• Provide support for conferences and exhibitions;
• Making appointments;
• Handling of Secrecy Agreement;
• Clipping of articles in industry news;
• Other duties when required.

PERSON SPECIFICATIONS:

• Competent in using Microsoft Office software;
• Time management;
• Well organized;
• Able to prioritize;
• Diligent;
• Flexibility;
• Excellent Written & Verbal communication in English and in Japanese;
• Able to maintain confidentiality & discretion;
• Able to handle interruptions and distractions;
• Interpersonal Skills;
• Multicultural Awareness & Sensitivity;
• Willingness to support others;
• Self Confidence;
• Maintaining good working relationships with Partners & Executives;
• Attention to small details;
• Work effectively independently and as part of a team.

Working hours (Monday – Friday):

9:00 – 17:00 (Including one hour lunch)

35 hours per week