Office Administrator

JOB PURPOSES:

The Receptionist & Admin position is responsible for supporting HRBP Manager in running daily administration and office management tasks to deliver excellent office services.

1. Receptionist

• Greet & welcome guests as soon as they arrive at the office and direct them to the appropriate person and office.

• Answer, screen and forward incoming phone calls.

• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) …

2. Admin

• Work with several suppliers to deliver great services to employees relating to transportation, flight ticket, accommodation, VISA. Follow up and accomplish payment process with the suppliers.

• Analyze data and prepare reports on Travel and Entertainment (T&E) expenses, and conduct research to propose improvements for T&E operational processes.

• Office operation management: work regularly with suppliers (plants service, office leasing partners, office maintenance service providers, express delivery service, etc.) to ensure smooth office operations.

• Manage office aesthetics, including implementing 5S in the workplace, managing the shared storage room, and arranging seating in alignment with the flexible seating model.

• Onboard & Exit process for employees: prepare flowers & welcome kit gifts, issue access cards, parking cards, fingerprints, transportation accounts, etc.

• Receive, categorize, and deliver posts, documents, etc. to related department/staff. Record & check up on sent-out posts as well as post-fee.

• Other admin tasks: handle office payments, print name cards, order flowers for departments, etc.

3. Organize Internal Events:

Understand employee needs & company culture to propose suitable event concepts and choose suitable vendors for:

• Internal Training & Meeting

• Season events: Tet, Christmas, Women Day, …

4. Others

• Willing to do other job assignments as requested by HRBP Manager and the Company;

• Positively contribute to build up the Department and Company’s teamwork;

- Education: University degree.

- Work Experience: at least 3 years of experience in the same position or similar job with successful proven records.

- Other qualifications:

• Know well purchasing & finance process: Create PR/PO and prepare payment documents.

• Negotiation, Influencing skills and communication skills.

• Think out of the box & creative is preferable.

• Well-organized & self-disciplined.

• Caring & service mindset.

• Can-do attitude - “making impossible possible.”

• High sense of responsibility and teamwork.

• Able to lead mini-projects in staff activities.

• Able to work with less supervisory and deliver expected outcome results.

• Professional grooming and appearance.

• Presentation skills.

• A candidate with experience in Hospitality is preferable.