HR Admin Executive (cum Receptionist) - HCM

1. Administration

• Manage all admin services for all locations like Head Office Rental, Repair and Maintenance, Logistic, Cleaning, Stationery, Printer cartridge, Photocopy Machine, Printers, Taxi card, Grab Business, Name card, Parking card, Access card, Drinkage, ect….

 Prepare and complete to get approval for PR/ PO/ SC/ Contract/ Liquidation follow to P2P Process

 Manage vendor of each service

 Supervise daily works of each service

 Work on department requests

 Receive user feedback and solve the issues (if any)

 Do the surveys of each service

 Process for all monthly and ad-hoc payment

• Handle/ arrange overseas and domestic business travel for all colleagues of Head Office, Commercial Function and L10+ based on the requirement needs and follow to Company Policy. Proactive thinking of more solutions/ initiatives to improve the cost saving.

• Be in charge for Monthly Timesheet checking for all colleagues of Head Office and Commercial Function: Update Kronos (password, reporting line, schedule,..), Monthly timesheet report and GCS Self audit (recruitment, Timesheet, Resignation, OVT,....) + action plan.

• Order and handle all uniforms and working tools inventory for all colleagues of Head Office and Commercial Function that meets the internal requirement all the time. Make sure the working tools is delivered on time to employees when needed.

• Be in charge for tracking cost and renew process of admin service for all locations like Logistic, Postage, Drinkage, Cleaning, Stationery, Taxi cards, Grab Business, Company Sim Card for L10+, ect.

• Be accountable to initially verify all expenses and supporting docs. related to Head Office like Office rental, L10+ car rental, Pantry facilities, Fruit Day, Air ticket, Taxi cost before transferring to GA for verification and HRBP Managers/ HRD for approval

• Prepare all monthly reports/ payment related to admin services by latest the 8th of each month, send to GA for verification and send to HRD for approval.

• Manage all assigned G&A budget within approved margin, proactively give initiatives to improve the budget saving.

• Ensure all Head Office equipment like Photocopy machine, Printers, LED, Projector, TV, Pantry facilities, etc. are well maintained periodically or as needed.

• Support GA to overlook the cleanliness of the office premises followed 5S standards.

• Support GA for checking for safety of the office likes electric facilities, furniture, etc.

• Support GA and HRBP for Company Activities/ Internal events: Fun Run, Teambuilding, Fruit Day, Meeting, Training, 8/3, 20/10, Men’s Day, Noel (Appreciation Day), YEP/ NYP, Helping Hands, Sport Day, Karaoke Contest, AOP Cascade, ect. to deliver cultural building in your partnered Functions/ BU successfully.

• Assist GA and HRBP on other admin tasks/ reports or event organizing when needed.

• Assist to prepare for all T&E expense and Health Insurance claim form of L10+ as required.

2. Reception Management

• Welcome guest at high standard and professional customer service level (e.g., grooming code, smiling, etc. ….) to deliver the good first impression to internal and external customers;

• Responsible for receiving incoming and delivering outgoing mails on time. Know how to combine the mail sending process to save the company budget. Make sure the mails or documents are delivered on time to the right people with good sense of private and confidential handling.

• Ensure to keep the receptionist counter well organized and order all the time.

3. HRBP Assistant

• Process Onboarding new hire: welcome gift, working station and working tools.

• Assist HRBP in preparing timesheet report followed the Company’s Process and Policy.

• Assist HRBP in collecting Employee’s information to submit to Pepsi Care Insurance upon joining or changing.

• Assist HRBP to arrange all booking outside meeting room when needed.

• Update Org Chart for HRBP

• Final process for resigned Employee

• GCS Self testing payroll other area/office

4. Others

• Prepare HR Reports as assigned by GA and HRBP to ensure submit as per timeline;

• Willing to do other job assignments as requested by GA and HRBP and the Company;

• Positively contribute to build up the Department and Company’s Teamwork;

• Support all colleagues of Head Office and L10+ for any ad-hoc request related to business

• Education: University degree. Having HR management degree is compulsory required.

• Work Experience: at least 2 years of experience in the same position or similar job with successful proven records

• Excellent in Excel

• SAP knowledge

• Good at Vietnamese & English communication (speaking & writing)

• Negotiation & Influencing skills