Receptionist and Administration Executive

Position Summary

The Receptionist and Administration Executive manages front desk operations and provides day-to-day administrative support for the Ho Chi Minh City office. The position serves as the first point of contact for visitors and callers and supports meeting arrangements, mail and courier handling, and other office activities to ensure a professional, welcoming, and well-organised workplace.

Key Responsibilities

1. Front Desk & Visitor Experience

• Welcome visitors in a professional and courteous manner and provide necessary assistance upon arrival.
• Receive visitors upon arrival, identify the relevant person in charge (PIC), and promptly notify and coordinate with the PIC for further assistance.
• Direct visitors to the appropriate person or meeting location and coordinate waiting arrangements when required.
• Maintain a clean, organised, and presentable reception area at all times.
• Follow visitor access, safety, security, and confidentiality procedures and promptly report any irregularities

2. Telephone & Communication Management

• Answer incoming calls promptly and professionally using the company’s standard telephone greeting. 
• Identify the caller’s purpose and transfer calls to the appropriate person in charge (PIC) or department.
• Take accurate messages and promptly relay them to the relevant PIC when calls cannot be transferred.
• Provide callers with appropriate general information while ensuring confidential or restricted information is not disclosed.

3. Meeting & Office Support

• Manage meeting room bookings and coordinate room availability for internal and external meetings.
• Prepare meeting rooms with the required seating arrangements, equipment, stationery, and refreshments.
• Coordinate with relevant internal teams and service providers to support meeting requirements.
• Ensure meeting rooms are clean, organised, fully equipped, and ready for use.
• Monitor meeting room supplies and arrange replenishment or maintenance when required.

4. Mail, Courier & Documentation

•  Receive, sort, and distribute incoming mail, documents, and parcels to the relevant PIC or department.
• Arrange outgoing mail, document, and courier services in accordance with delivery requirements.
• Maintain accurate records of incoming and outgoing courier items and supporting documents.
• Track courier deliveries and follow up on delayed, missing, or undelivered items.
• Handle confidential documents and parcels securely and in accordance with company procedures

5. Parking

• Arrange parking for employees and visitors when required, including issuing and recovering parking cards.

6. General Office Administration Management

•  Company Events: Participate in coordinating company events and employee engagement activities including related logistical and meal arrangements.
• Office Coordination: Coordinate with designated contacts across all offices to ensure consistent implementation of administrative services and processes.
• Other Assignments: Perform other assignments as directed by the manager.

Key Experience & Qualifications

• Bachelor's degree,
• Min 2 to 3 years of experience in similar role.

Key Competencies & Skills

• Good written and verbal communication skills in English and Vietnamese.
• Customer service orientation with a professional and courteous manner.
• Neat and professional appearance with an approachable manner.
• Good organisational, coordination, and time management skills, with the ability to manage multiple priorities.
• Attention to detail and accuracy in handling information, messages, and documents.
• Discretion and confidentiality in handling visitors, calls, and company information.
• Good at Microsoft Word and Excel.