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Admin Executive

Admin Executive

40HRSHo Chi Minh
30+ ngày trước
Mô tả công việc

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.