Office Administrator

1. Administration tasks

• Greeting and assisting visitors and guests and directing them to the appropriate personnel;

• Handling incoming and outgoing calls (including overseas calls) with standards etiquette and connecting calls to relevant staff, or the taking of messages, etc.;

• Ordering and maintaining office supplies including but not limited to; stationery and writing material, printer cartridges/ inks, printer paper, etc.

• Being in charge of advancing and controlling monthly office budget and diesel budget under company’s policy.

• Working with state offices or vendors for electricity, water and others to ensure the supply and compliance matters for the college and company.

• Sorting and distributing of incoming post and sending outgoing post

• Printing, scanning, photocopying and faxing of documents

• Updating the office contact list, official forms and log books

• Coordinating booking requests for the Conference Room and teaching area and distributing the daily meeting schedule

• Liaising with colleagues and external contacts to book transportation.

• Being in charge of distribution of uniforms and prepare proposal for staff annually

• Assisting Academic Department in the distribution of student uniforms, student books, etc.

• Assisting in translating documents

• Involving decorating college for theme activities and participating in organisation of college events.

2. Operations and Facilities Management

• Supporting DGM by working with maintenance and procurement to propose repairing, fixing, replacing items for training kitchens, restaurant kitchen, canteen kitchen, Pegasus and SIS buildings, etc to ensure the smooth of day-to-day operational matters and to follow the requirements, standards in facilities management.

• Being coordinator to check, provide information and liaise with onsite small vendors/ maintenance for Project team’s work at Pegasus Danang.

• Preparing different kinds of reports to authorities with superior’s review, including reports for security police, etc.

• Maintaining and providing the service of swimming pool renting including contract, timetable, cleaning and hygiene arrangement.

• Assisting with all document preparation for annual compliance matters of Food Safe and Hygiene, Fire Fighting and Prevention as well as contracts of service to SIS, OBV.

• Coordinating other divisions, ie Catering, The Bistro etc. with paperwork, including but not limited to editing and translating menus, collecting meal orders, communicating with school for feedbacks, etc.

• Supporting the operations of Bistro restaurant and catering activities when required.

• Supporting Sales & Marketing team in different consultancy fairs/ talks at High Schools and other places.

• Proven experience (1+ years) in administration

• Excellent communication, and interpersonal skills.

• Diploma/ Bachelor graduated