HR Admin Assistant

Quận 11, Vietnam

Reporting to the HR Director and Chief Accountant, the position will play a key role in managing office operations and providing HR administrative services to the employees.

1. Office administration services:

  • Purchase office supplies and stationery not limited to preparing payment request, advance request and clear advance request
  • Greet visitors and direct them to appropriate person; answer incoming phone calls and transfer them to relevant person
  • Coordinate the distribution of incoming and outgoing mails
  • Coordinate travel and lodging accommodation for staff and visitors
  • Coordinate the services of work permit, visa and resident cards for expatriates and foreign visitors; keep track and follow up expired dates of visa and immigrant cards, inform expats before the expiry for necessary extension
  • Provide facilitation for new-hires entrance: parking, stationery, hotel reservation and air ticket for expatriate, etc.
  • Leave management: check and record staff attendance in daily basis
  • Liaise with the building management to maintain good office services (air conditioning, power, hygiene, safety, etc.)
  • Ensure good condition of medicine chests in the office
  • Manage the taxi card delivery to staff for business purposes
  • Support insurance claim process of staff to Insurance agency

2. Office management:

  • Manage and follow up office administration contracts
  • Handle petty cash and control office expenses
  • Supervise tea and cleaning ladies
  • Coordinate and monitor the catering service for lunch
  • Manage all keys of office and cabinets
  • Monitor, coordinate the repair and maintenance of office equipment & assets;
  • Coordinate the issuance and removal of access cards/ fingerprint registration to staff and visitors.
  • Administer the door access database, maintain and deliver door access reports as requested by superior

3. HR administration:

  • Coordinate and implement the onboarding and offboarding process of the employees
  • Monitor and implement training programs at the Group and Company level
  • Perform activities from the Regional and Board of Directors, including but not limited to surveys, reports, statistics, etc., to achieve expected targets

4. Purchasing:

  • Conduct all purchasing duties according to approved purchase requests
  • Coordinate the whole process of purchase orders and documents in accordance with company policy and procedures
  • Find the most competitive suppliers for the best purchasing package in terms of quality, price, term, delivery, and services.
  • Manage the purchasing records.

5. Great-Place-To-Work activities:

  • Advise the management on changes/ solutions to improve the office management and enhance the inspiring working environment when necessary
  • Provide logistic support for Company’s events, staff activities, training courses, and Great-Place-To-Work activities
  • Perform other ad-hoc tasks as assigned by the board of directors.

Desired Skills and Experience

  • Confidentiality commitment
  • Honest, with high transparency and integrity
  • High level of verbal and written English skills
  • Proficient computer skills (Word, Spreadsheet, and Presentation software)
  • Proactive, positive working attitude, good teamwork
  • Good organizational, prioritized and multi-tasking skills
  • Good communication and negotiation skills
  • Resourceful, careful, detail-oriented
  • Good sense of responsibility and customer-orientation mindset