Job Title
Account Administrator
VISA Status
Must have the legal right to live and work in the UK
Workplace
Flexible hybrid arrangement – a mix of remote work and office presence in central London
Hours
Part time - 24 hours a week
About The Role
We are looking for a meticulous and proactive
Account Administrator to support our financial and administrative operations in the UK. This role requires close coordination with our headquarters in Japan, as well as external partners such as accounting firms, payroll providers, and vendors.
You will play a key role in ensuring smooth day-to-day operations across banking, payroll, invoicing, and general office administration. The ideal candidate will be comfortable working independently while maintaining strong communication with both internal and external stakeholders.
Main ResponsibilitiesBanking & Financial Operations
- Schedule and process payments for vendors, contractors, and service providers, including urgent payments when necessary
- Retrieve and securely store monthly bank and credit card statements
- Collaborate with external vendors to prepare monthly and quarterly P&L reports and support performance reviews
- Organize documentation for VAT filings and ensure accurate record-keeping of all financial transactions
Payroll Administration
- Set up salary transfers and distribute payslips securely
- Maintain accurate employee records, including:
- National and health insurance enrollment
- Tax ID and bank account details
- Employment contracts and supporting documents (e.g., ID, work eligibility, P45)
- Monitor attendance and timesheets with the store manager, calculate overtime, and process special leave
- Submit monthly payroll summaries to HQ in Japan
Invoice & Expense Management
- Record and update invoices in the company tracking system
- Oversee expense tracking to ensure accurate documentation
- Verify purchase orders and shipping invoices for compliance and internal alignment
Operations & General Administration
- Ensure secure and compliant storage of all financial and administrative records
- Manage e-commerce payments and VAT reporting
- Monitor store cash flow, reconcile daily cash counts, and implement secure cash handling procedures
- Support inventory checks and reconcile physical stock with financial records
- Assist with freight and customs-related invoice issues and compliance
- Compile shipping cost data and produce regular analysis reports
Additional Duties
- Maintain organized records of all financial transactions
- Collaborate with internal and external teams to improve administrative workflows
- Act as the primary liaison between the UK office and Japanese HQ for finance and admin matters
- Stay informed about changes in payroll regulations
Preferred Qualifications & Skills
- Experience in finance or accounting support, ideally in retail or a similar industry
- Japanese Native level & English Business level
- Familiarity with UK banking and payroll procedures
- Strong communication and interpersonal skills
- Excellent attention to detail and organizational abilities
- Proficiency in accounting software (e.g., Xero), Excel, cloud storage tools, and Shopify
- Understanding of employment documentation and GDPR/data protection
- Ability to handle sensitive information with discretion
