Tuyển dụng Receptionist cum Admin Assistant (Working at Song Than 3, Binh Duong)

Receptionist: 30%

• Welcome all visitors (customers/suppliers) in a professional and courteous manner and guide them to meet right people to make sure they are comfortable
• Receives, sorts, records and forwards all internal/external incoming calls to the appropriate department and person, taking messages as required when staff concerned not available.
• Update company contact list once a month and put on the share folder on time.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.) to ensure prompt and efficient sending, receipt and distribution of letters, and provide accurate calculation of monthly postal charges.
• Being responsible for picking-up and seeing off foreign visitors/guests, specialists or the management members from other countries coming to ensure sure they are satisfied.

Admin tasks: 30%

• Follow up, order, record, store & prepare payment claim for such as: Stationary, office facilities (office equipment, furniture, office devices…), telephone, internet, make name cards for staff, company stamps and follow up HR inventories.
• Assist in general administrative work (such as search for quotation, make payment, translation, filing arrangement, etc). And making monthly admin expense reports
• Ensuring the smooth paths for foreigners in Vietnam (work permit, visa, entrance permit, Criminal Record Certificates, temporary residence card...)
• To co-ordinate with clerks of other sections and Food supplier to order daily meal for staff. Manage quantity of daily meal order and make order daily meal, and to be responsible for any issues about meal for employees to make sure employees in all shifts having sufficient food.
• To plan, order drinking water and co-ordinate with cleaning team and drinking water supplier to make sure drinking water being supplied sufficiently in all sections.
• To control, follow-up, order toilet paper & office tissue and work with cleaners to make sure they are distributed sufficiently to other sections.

Office management: 20%

• Manage office to make sure always being clean, safe, neat, well-arranged and look professional.
• Coordinate with Tea Lady for drinking, tea break of meeting or substituting during any absence.
• Manage for arrangement of meeting room and the relevant equipment (projector, pointer…)
• Maintain the reception and pantry area in the neat and tidy manner.

Taxi, Transportation & Travel support: 10%

• Make arrangement & distribute transportation appropriately as required.
• Verify and record usage, monitor budget, issue, renew & terminate taxi card and prepare transportation payment claims as deadline (Vinasun & Grab for business, transportation supplier…).
• Being responsible for booking air ticket, hotel booking, car booking, contact point of car rental,... and prepare payment claim.

Others: 10%

• Supporting Staff events: send Happy Birthday greeting to staff (monthly) and support manager to organize staff event such: staff birthday party, company trip, year-end party…
• Supporting to check and make payment any service invoices from vendors.
• Manage supporting team including cleaners, gardeners, drivers and security staff.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges…
• Contributes to team effort by accomplishing related results as needed.
• Any other duties that may be assigned from time to time by line manager.