Receptionist, Admin Assistant

• To manage the Reception services, creating and maintaining a sound office environment through high standard of general office administrative services
• Support general administrative services and basic HR and Finance support in the office
• Provide supportive secretarial services to senior management when travelling to the office
• Support senior managers in Vietnam office
*Key accountabilities and measures
• Maintain a professional Reception – answer general telephone enquiries and ensure all visitors receive good standard of reception service. Providing high standard courier services and ensure all in/out calls are handled professionally and mails are get dispatched timely and efficiently
• Be one of the keyholder for the Office and administer the office security. Deliver a high standard of supportive and efficient service in general office administration areas according to the line manager’s instruction and following the company’s policies and procedures
• Deliver a high standard of supportive and efficient service to Senior Management when travelling to the office
• Acts as a travel desk supporting all travel and hotel bookings and transportation pick up arrangement including visa application support and enquiries
• Providing administrative services and basic HR, Office Admin and Finance support in the office:-
HR:
• Provide HR support including leave record management and reporting, collecting of medical claims form for the teams in office
• Manage the acknowledgement of monthly payroll confirmation for the teams
• Contact recruitment agency for recruitment posting if required
• Keep update HR record in personal files
• Conduct orientation for the new joiners and get them to sign all company regulations and policy etc.
• Support on ad-hoc HR projects if necessary
Office Admin:
• Ensure optimum level of office supplies is maintained for smooth running of the Office in a cost effective manner For example, procure office & printing stationary and pantry supplies at best value for the Office
• Manage the booking of the conference/meeting rooms and administer the maintenance of the office equipments including copier, tel PABX system, fax machine and printer etc
• Providing new employee on-boarding admin services for access card issuance, telephone set up and seating arrangement etc
• Supervise service contractors carrying out cleaning works in the Office and maintain a hygiene, clean and tidy office environment
• Liaise with Office building management for facilities maintenance and repairs in the Vietnam Office. Also, keeping a good working relationship between both parties is necessary
• Contact & searching contact manner externals suppliers, vendors, factories, agencies and organisations
• Expenses management for office payment by bank transfer locally or internationally with invoice sign off
Finance:
• Prepare office payment – cash and bank on-line payment preparation
• Invoice checking for managers’ approval and checking of T&E claims upon approval
• Preparing basic income invoice for HK office for remittance as instructed. Provide supporting document for fund receipt from overseas as instructed
• Maintaining all payment records of the office and petty cash keeping. Pass all payment records for CPA firm(s) for month end accounting process following the UK requirement and financial period
• Provide support and assist on quarterly tax filling follows the CPA’s instruction, and file of any required legal document for change of office license, Chief representative and bank mandate as instructed
• Prepare monthly travel breakdown schedule
• Other duties and ad hoc tasks maybe requested at times