Admin Executive
Work Location: Ho Chi Minh
Job type: Full-Time
Posted: 23-08-2023
Salary: 18,000,000 - 21,000,000 VND / Monthly
Email: thuy.pham@40hrs.vn
Job Description
| KEY RESULT AREAS (KRA) |
MAJOR ACTIVITIES | OUTCOME |
| Administration duties |
• Handle work permit and residence card for expats. • Handle flight & Hotel/ Car Booking for regional members visit. • Handle car booking for MD. • Maintain up to date information on hotel rates to all employees and update in Intranet. • Work with vendors on immigration process and documents. • Work with landlord to register all necessary procedures for new staff. • Monitor and purchase stationeries and pantry items timely. • Manage vendor contracts & payment related to Admin. • Forecast operation budget annual for BP & FC. • Support upload contract via DocuSign • Manage admin internal reporting. • Other ad-hoc duties |
- Timely submission and reimbursement for all claims, in accordance with existing guidelines. - Smooth operations to ensure regional members visit goes well. - Timely update of data and sharing with staff on changes. - Ensuring prompt actions provided to maintain sufficient stock level - Ensure documents are in accordance with internal guidelines - Ensure all vendor payments will be prepared timely. - Prompt support to staffs who have need. |
| Facility Management & Office Maintenance |
• Manage and maintain office facility. • Liaise with landlord, internal staff and vendor on any issues relating to office maintenance. • Prepare documentation on maintenance of copier machines, vending machines and newspaper vendor, pest control… • Other ad-hoc duties. |
- Ensure office premises, equipment and facilities are properly maintained. |
| IT Support | • Liaison for IT queries between local office and RHQ. • Administrative preparation for IT internal reviews, audit and checks. • Periodic reporting to RHQ on IT related matters. • Assist RHQ in administering IT standards. • Prepare and submit IT reports as required by RHQ. • Other ad-hoc duties. |
- IT related matters are escalated on timely manner. |
| Legal & compliance support |
• Support RHQ Legal team in documents preparation and follow up. • Keep the company legal document safety. • Follow up compliance activity plan with RHQ. • Complete compliance reports as required by RHQ. • Other ad-hoc duties. |
- Ensure prompt & precise support. - Ensure reports are submitted timely. |
Job Requirements
• Job / Skills Competencies
Competencies:
- Ability to work under pressure
- Ability to complete multi-tasks within stipulated timeline
- Familiar with procurement process
- Familiar with company legal issues registration advantages
- Familiar with compliance commitment.
Personal characteristics:
- Fluent communication skills, both in verbal & in writing
- Honest, discreet and with a high level of integrity
- Able to work independently as well as collaborate with teams
- Analytical with attention to detail, operating to a high degree of accuracy
- Creative and problem-solving
- Fast learner
- Computer literate (MS-Words, Excel, PowerPoint)
• Experience
- Minimum 3 years of working experience in similar position.
- Experience supporting and/or managing the coordination and execution of Annual Operating Plan,
monthly and quarterly forecasting.
• Qualifications
- B.A Degree in Business Administration or similar discipline from a recognized college/university.
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