Admin Executive

1. Front office reception handling
- Operate company’s switchboard or multi-line phone and maintain long distance call logs. Answer incoming calls and transfer to right person, take and distribute accurate messages.
- Greet visitors and direct them to right destination, monitor visitor access and maintain security awareness. Liaise with IT Manager to prepare and show up Welcome Note on electronic board.
- Respond to routine inquiries from internal or external sources, eg. organization’s location, hours of operation, phone numbers, or email address.
- Receive and send documents and couriers, record tracking number, PO number into logbook; distribute incoming documents and couriers to appropriate person.
2. General clerical and administration support
- Well-managed of office admin tasks such as meeting room reservation, monthly cars rental, taxi cards, photocopy machine, office drinking water, coffee machine, other office facilities, maintenance
- Arrange visa, immigration, accommodation documents and accommodation for visitors/staff relevant to company business normally from suppliers, customers, CBC regional heads request for hotels, visa etc.
- Maintain stationery inventory and consolidate monthly stationery orders.
- Handle petty cash for sample receiving fee.
- Prepare motorbike parking registration and taxi card for staff when required.
- Organize company events such as birthday for employee, year-end party, team building.
- File & manage contracts of office supplies and equipment…
- Keep working environment in safety & hygiene condition
- Prepare monthly payment voucher for office supplies vendors eg. Office rental, visa, air ticket, car rental, stationery, flower, taxi, courier, pantry supplies, gasoline, etc. for HCM & Hanoi office.
3. Reporting
- Prepare monthly report by Business Unit on the use of mobile phone/internet cards, send to Accounting Department and Head of Departments for cost control.
- Consolidate taxi route details and collect receipts from staff following company policies. Prepare monthly taxi expenses report by Business Unit, send to Accounting Department and Head of Departments for cost control.
- Prepare monthly report by BU on car rental/ courier/ stationery/ taxi/ flower/ air ticket…expenses; send the record to Head of HR & Admin and Head of Departments for cost control.
4. Others
- Other assignment from Supervisors and Management