Receptionist cum Admin

Job Description

Olam Food Ingredients (ofi) is a global leader offering naturally good food & beverage ingredients and solutions. ofi commenced operations in Vietnam in 1997, setting up its representative office. Since then, we have established an extensive presence across different parts of Vietnam, including our head office in Ho Chi Minh City and regional offices in Binh Dinh, Long An, Dong Nai, Phu Yen, Lamdong and Gia Lai Provinces.

ofi Vietnam is currently the largest exporter of Cashews, Pepper & Instant Coffee in Vietnam, investing in the state-of-the-art instant coffee facility and running 7 large factories with 7,500 employees across Central & South Vietnam. Our operations have an interface with a farmer network of 2 million farmers. We are also amongst the largest exporter of Green Coffee in Vietnam.

We have established sustainability programmers for black pepper, coffee & cashew. We are excited about our future prospects in Vietnam as the country has huge potential in agriculture.

Job overview

This position attached to HR and Administration Team at the HCMC Office. As the front of house and often first point of contact for external visitors, receptionist is the first person for any visitors to the office or anyone contacting an organization, so being well-presented and polite are pivotal traits. A Receptionist also maintains security by logging all visitors and possibly issuing visitor passes, plus provide support to the HR team as required.

Responsibilities

1. Receptionist tasks:

• Receiving incoming telephone calls, documents, and transfer to related person. Sending document, courier when needed. Arrange and control the meeting rooms.
• Welcome visitors warmly, make sure they are comfortable, instruct them to meet people
• Ensure knowledge of staff movements in and out of organization

2. Admin tasks:

• Make sure solving the problems if any (phone, taxi, electricity, drinking water, stationary, express service DHL, TNT, EMS, 247, printing, healthcare service, office flower, office cleaning, etc…)
• Payments: process all the payments on time (include monthly payments and others necessary payments)
• Manage end to end travel plans pan efficiently and cost-effectively – airlines, trains, transport, and hotels
• Booking: team lunch/ dinner/party.
• Arrange for visiting plan for guest (pick up, transportation, accommodation…)
• Order beverage and food for guest and expats when needed.
• Support all the expats and co-workers (HCM, Long An, Bien Hoa, Di Linh, Buon Me Thuot, Quy Nhon, Gia Lai) if any.

3. Flight ticket booking: Must work on travel desk system, will be trained

• Able to make accurate bookings for customers.
• Calculate expenses and write and sell tickets to the passengers.
• Help passengers by answering questions on travel arrangements.
• Help passengers to plan for their trips.
• Help to make and confirm reservations.
• Provide good customer service.
• Re-book tickets and other arrangements.
• Manage emergency changes/cancellations in a professional and calm manner
• Other ad-hoc jobs assigned by direct managers