Office Support Officer (Short-Term Contract: 6 Months)

Job overview:

The Office Support Officer is responsible for supporting Office Manager in maintaining the school premises and operating school services consistently at high standard, enabling all clients (internal and external) experience excellent customer service. Monitoring the implementation of operational policies, following health and safety standard.

Responsibilities:

* Support:

• Oversee support requests from staff, including room booking request, technical support request, facility management request, cleaning request, event support request, vehicle booking request, Grab accounts… Ensure all requests responded and completed on time and the work results meet the school’s standard.

• Coordinate all office management teams to support school events.

• Assist Office Manager in preparing documents, reports and welcome government inspectors regarding infrastructure and fire safety at school.

• Order technical goods, refreshment for staff, cleaning supply, and stationery for the office as required. Conduct payment requests for monthly building services.

• Collaborate with the Inventory Accountant & Storekeeper in the preparation and distribution of uniforms and books for students and staff.

* Facilities management

• Provide general oversight of maintenance activities to ensure school buildings are kept in good order and condition in consultation with Office Manager.

• Conduct daily facilities walk, weekly housekeeping checks. Record and report all finding of breakdowns, health & safety risks, hygiene of the building. Coordinate with Head guard to include required checkpoints in security’s patrol checklist.

• Review and propose specifications of each facility purchasing request to ensure all requests meet H&S and aesthetic standards.

• Oversee school’s bus(es) and car(s), processing vehicle booking requests, ensuring proper coverage to school vehicle. Oversee Grab accounts.

• Oversee gardening service. Develop and implement the gardening standards, gardening calendar.

• Follow up with furniture & fixture orders, distribution & handover. Oversee school asset lists. Coordinating with the purchasing department in purchasing process and with accounting department to conduct annual inventories of school’ assets.

* School services

• Oversee shuttle bus service, catering service, uniform, processing registrations, keeping stakeholders informed of any update of the service, actively looking at measures to expand the service or enhance costumers’ experience.

• Review safety procedures of the services. Coordinate with Administration team colleagues to implement successfully safety procedures via daily checklists, monthly checklists, spot check…

• Oversee facilities lending contracts, keep relevant stakeholders informed of the event and required supports. Consult with Office manager to apply proper service charge for each lending contract. Arrange appropriate human resources (cleaner, maintenance, guards, audio staff) to assist the event.

• Oversee and keep records of operational checklists of Office management team, including Shuttle bus daily checklist, School vehicle checklists, Canteen monthly checklist, food sample storage, Preventative maintenance checklist, Security patrol checklist….

* Administration

• Coordinate office activities and operations to ensure efficiency and compliance to company policies.

• Oversee Administration team calendar. Gather feedback from stakeholder on school’ vendors, source potential vendors, review and renew service contracts.

• Monitor expenses record and reports as requested.

• Prepare reports as per requested by Office manager and authorities.

• Oversee Administration department’s recurrent payments.

* Other tasks assigned by Line Manager.

* Education:

• College Degree or equivalent.

• Strong Vietnamese and English verbal and written communication skills.

* Experience: At least two-year experience at similar role, experience in International School(s) preferred

* Skills

• Critical thinking

• Human sensible, Awareness of culture differences,

• Teamwork

• Communicate in both Vietnamese and English fluently and respectfully.

• Time management.

• Always striving for perfection.

• Ability to manage multiple responsibilities at once.

• Ability to use or to explore IT applications, including Microsoft office such as Word, Excel, SharePoint.

* Personalities:

• Love and Compassion

• Care and Service

• Fair and Just

• Strong sense of responsibility

• Reliable and flexible

• Desire to learn and grow.

• Detail oriented

• Well-organized

* Other requirements:

• Understand the Company's safety/ security regulations and procedures