Office Admin Assistant (2 to 3-year exp.)

Quận 11, Vietnam

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

1. Office administration services:

  • Purchase office supplies and stationery not limited to preparing payment request, advance requests and clear advance request
  • Welcome visitors, receive incoming mails/calls and direct to the relevant department
  • Provide facilitation for new-hires entrance: working facilities, stationery, accounts, etc.
  • Coordinate the termination process of the employees
  • Leave management: check and record staff attendance on a daily basis; advise the staff on the necessary procedure and verified papers for sick leaves, claiming social allowance, and so on.
  • Manage, implement and facilitate the extra healthcare package and annual health check program
  • Coordinate travel and lodging accommodations for staff and visitors
  • Coordinate the services of work permits, visas, and resident cards for expatriates and foreign visitors.

2. Office management:

  • Manage and follow up on office administration contracts
  • Handle petty cash and control office expenses
  • Supervise tea and cleaning ladies
  • Manage all keys of office and cabinets
  • Monitor, and coordinate the repair and maintenance of office equipment & assets;
  • Liaise with the building management to maintain good office services: air conditioning, power, hygiene, safety, etc.
  • Coordinate the issuance and removal of access cards/ fingerprint registration to staff and visitors.
  • Administer the door access database
  • Coordinate and monitor the catering service for lunch
  • Ensure good condition of medicine chests in the office

3. 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.

4. Great-Place-To-Work activities:

  • Partner with Trade Union to organize Company events, employee activities, team-building, and Great-Place-To-Work activities.
  • Actively propose management on changes/ solutions to improve employee engagement and enhance the inspiring working environment.
  • Perform other ad-hoc tasks as assigned by the board of directors.