Mô tả công việc

ADMINISTRATIVE DUTIES:

  • Organize business travel arrangements for employees including but not limited to flight tickets, transportations, accommodations, visas, ect…
  • Purchase and monitor stationary, grocery, and other office supplies
  • Monitor taxi cards and coordinates monthly taxi claims and payment requests
  • Monitor monthly office expenses and produces monthly expense reports and forecast on Google Drive
  • Recommend and reinforce administrative policies / procedures / forms
  • Coordinate repairs / innovations to office equipment
  • Arrange flowers, food, drinks and meeting rooms for internal and external meetings
  • Monitor record and report daily activities of messenger
  • Arrange airport pickup for guests
  • Be responsible for all incoming mail distributions and outgoing mails arrangements
  • Keep track of all outgoing mail requests / bills / receipts
  • Register / De-register motorbike parking for employees
  • Ensure office services and supplies such as coffee, tea, soft drink, instant noodles and catered food / drinks, etc. for meetings
  • Organize and control expense for employee gatherings and parties
  • Purchase daily fruit and ensure tea lady serve fruit on time
  • Apply visa / work permit / residence card for expats and control the cost within the budget
  • Ensure a clean and neat office. Propose periodic office / air con cleaning and maintenance
  • Create and update regularly suppliers’ contacts and price list of HR & Admin expenses on Google Drive
  • Prepare for new hire: seat, stationary, motorbike parking, name cards, cabinet and other related items
  • Be in charge birthday decoration
  • Resolve other administrative issues and support HR & Admin Team whenever needed

RECEPTION:

  • As key point entry to the organization
  • Ensure a smooth operation and professional appearance of the reception
  • Greet and refer callers / visitors to relevant individual or department in professional manner
  • Take and pass on messages. Determine when something is urgent and expedites a response
  • Other tasks as required by HR Supervisor

HR SUPPORT

  • Open bank account for new employees / Order and distribute monthly phone cards
  • Assist in screening and selecting candidates, arrange for the interview in recruitment.
  • Assist admin task regarding to C&B process
  • Prepare and submit dossiers for optional insurance claim

SUPERVISORY RESPONSIBILITIES

  • Supervise, coach and train cleaner / messenger / intern
  • Regularly provide subordinates constructive feedbacks and plans for improvement
  • Conduct annual performance appraisal for subordinates as scheduled and whenever necessary
  • Be accountable for subordinates’ outputs and performance.
Yêu cầu công việc
  • Bachelor's degree (preferably in administration management)
  • 3+ years working experience in similar position
  • Good command of English (Four skills)
  • Good communications skill
  • Good secretarial skill
  • Team player, helpful & supportive
  • Attention to details
  • Ability to multi-task
  • Proficient computer (Word, Excel, PowerPoint, Outlook)
  • Positive outlook and attitude
Phúc lợi công việc
  • Healthcare Insurance
  • 21 days Annual leave
  • Macbook
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Administrative & HR Assistant
Phibious Vietnam
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