Admin Executive

Report to: Human Resources & Admin Manager

RESPONSIBILITIES:

Receptionist

• Welcome guests with gentle voice and smile.

• Preparing welcome drinks (tea, coffee, soft drinks, etc.) for clients when they visit.

• Manage daily office operations, including but not limited to answering phones, responding to emails, and handling correspondence.

• Switch on/off all lights in the office and check the cleanliness of the reception and all meeting rooms.

Administration

• Schedule appointments, meetings, and conferences for executives and team members.

• Oversee day-to-day office operations, including managing office supplies, coordinating maintenance services, and ensuring a clean and orderly work environment.

• Maintain and organize physical and electronic files, records, and documents.

• Manage company assets including but not limited to company car and office accounts.

• Set up working space, equipment, and other office facilities for employees.

• Arrange travel accommodations, including flights, hotels, and transportation for staff members as needed.

• Monitor inventory levels of office supplies and place orders as needed.

• Liaise with vendors and service providers to ensure timely delivery of services and resolve any issues that may arise.

• Assist in processing expense reports, verifying receipts, and reconciling expenses in accordance with company policies.

• Manage the visa, work permit, and residence permit application process for expatriate employees, ensuring compliance with local regulations and company policies.

Internal activities

• Take the lead in organizing internal events such as team meetings, company trips, and workshops, including venue booking, agenda planning, and logistical arrangements.

• Provide administrative support to executives and managers as needed, including drafting correspondence, preparing presentations, and conducting research.

• Perform other duties relevant to the position.

• Bachelor’s degree in business administration, Management, or a related field preferred.

• Proven 02 years experience in administrative roles, preferably in a corporate setting.

• Nice appearance and can-do attitude.

• Proactive approach to problem-solving and ability to anticipate needs.

• Time management skills.

• Good communication skills in both English & Vietnamese.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

• Detail-oriented, service-minded.

• Strong knowledge of visa and work permit processes for expatriate employees