Admin Executive

1/ Reception and phone operator
– Ensure Reception area portrays the company’s quality standard and professional
– Greet and welcome visitors at reception area.
– Answer queries from customers, suppliers, referring them to contact points at which they can obtain further information.
– To carry out the day to day administration of the front office, including answering the incoming phones in a courteous and appropriate manner, divert calls as required, take messages and the distribution of post within office.
2/ Admin tasks
– To liaise with other departments regarding matters arising including Security, building services, parking, time keeping record/report, etc.
– Update staff profile (at least once/ month)
– Reconcile taxi bill, transport bills (office use), phone bills and courier bills, staff travel bills.
– Receive stationary orders from department, purchase and deliver stationary following the purchasing guidelines
– Prepare logistics for meetings, briefing and trainings
– Event support, union activities (staff birthday, wedding, funeral, monthly briefing, summer trips, team buildings, etc)
– Prepare working station for new hired employees
– Manage the uniform order and uniform supplies.
3/ Service Expat employees and company’s visitors
– Work permit arrangement
– Visa arrangement
– Work with the Aviation to apply the flight license, health certificates, and other required papers for them to work in Vietnam
4/ Manage the office drivers and office car
– Manage the office car’s schedule
– Manage the office cars insurances
– Check the car related expenses
5/ Admin purchasing
– Purchasing services related to Admin and HR (EMS, mail service, office furniture, stationary, name card, letter head, envelops, etc)
– Implementing the Purchasing procedures /forms within budget
6/ Support HR Manager
– Assignments as requested by the HRM