Administration Executive (General Admin) - Hanoi Branch

We are seeking candidates with 2–3 years of administrative experience at foreign-invested enterprises

Key Job Purpose:

• To perform reception, office administrative activities under supervision of HR/Administration Manager

• To support HR on administrative tasks

• To support/back up head office on office administration related matters

Summary of Functional Duties & Responsibilities:

• To perform administrative activities including, but not limited to, maintenance and repair; leasing; office decoration, fitting out; insurance; purchasing, distributing, managing of operating office equipment-phone-laptop-stationery-pantry-prepaid phone card and office supplies-award-gifts; arrangement of meal, transportation, accommodation; communication system; office cleaning; periodical health check; parking, office access; notarization; translation; visa application; company uniform; labor safety & fire protection.

• To manage Hanoi branch stamp, stamp documents.

• To collect, verify documents, receipts, invoice for settlement of purchasing of goods and services related to administrative activities.

• To produce documents, collect, record, sort, fill information, handle mail, prepare routine reports.

• To perform reception activities including, but not limited to, receiving and routing incoming telephone calls, taking and distributing accurate messages, greeting visitors, updating and providing company phone directory, meeting room booking, receiving and sending courier package.

• To plan, coordinate, organize company events (meeting, company trips, year-end party, staff’ birthday, and other events required by Company).

• To coordinate to perform labor union activities in Hanoi branch such as Mid-autumn festival, Children’s day, employees’ sick or maternity visit, distributing lucky money to employees’ children in year end party, and other events required by Labor Union.

• To coordinate to organize training of Law of labor safety and labor hygiene, fire protection, first aid or any training related to administration and support HR on organizing other training.

• To support monitor attendance of staff. Manage attendance machine, data, company access permission to staff.

• To ensure administrative standard operating procedures, policies, guidelines made, reviewed, improved, kept in place, launched and trained for staffs. Ensure compliance to internal labour regulations and laws.

• To perform and submit required reports to the government related to administration matters in accordance with Vietnam law.

• To support/back up head office on office administration related matters.

• To support HR on administrative tasks.

• To join administrative and/or other trainings.

• To work with internal audit team for tasks assigned and responsible for on time closure of finding, observation.

• To undertake any ad-hoc project and other administrative matters assigned by the manager.

Authorize:

• To use of equipment and facilities of the Company to serve the purpose to complete the task.

• To enjoy the full benefits stipulated in the labor agreement and labor law.

• To refuse to perform the tasks assigned by Manager/ Superiors which not in conformity with the law.

1. Minimum Education Required: University degree

2. Minimum Experience Required: Min 2 years working experience of office administration work in foreign invested company

3. Skills and Knowledge Required:

• PC literate

• Good English Communication

4. Attitude Required: Positive mindset of customer satisfaction, teamwork and compliance

5. Knowledge Desired but not Essential: Healthcare business

6. Travel Requirement: Upon Company requirement