Admin Specialist

Your role:
This position aims to help implement and develop all activities related to administrations in order to support all activities at company.

Key responsibilities:
* Car Rental Management:
- Manage car rental supplier to bring the best services for end users
- Control transportation arrangements to utilize vehicles effectively and cost effectiveness, efficiently supporting business operations
- Random check inside vehicle to ensure high level of clean, all safety tags are available etc...
- Arrange car for visitors/employees

* Taxi Management:
- Manage & update taxi list accurate
- Do monthly payment accurate

* Canteen Management:
- Manage catering supplier to bring the best services including variety meals; hospitality service; and satisfy all requirement of HSE, legal etc…
- Lead monthly meeting with CMT to correct unsatisfied services including cooking quality, cleaning, staff's behavior, hygiene, neat & tidy in canteen area etc...
- Inform and control meal quantity monthly; reconcile and make payment on-time, accurate

* Cleaning & Landscape service Management:
- Manage cleaning service to bring the best benefits from service for company
- Collaborate with relevant function heads to ensure the cleaning performance at assigned areas
- Lead weekly meeting with vendor to correct unsatisfied services including staff's behavior, sense of urgency, chemical used, cleaning process etc... to satisfy the required standard of HSE

* Mailing service & Telephone operator:
- Monitor outgoing mails for business purposes as per sender's requirement
- Receive & deliver incoming mails/ newspaper/ telephone to related personnel on-time (no exception)
- Answer the telephone, transferring calls and taking messages as appropriate

* Stationery
- Receive orders from Departments
- Set-up adequate stationery in all training room prior to training as per trainer's request
- Alert stationary expense to function/department head if significant changes
- Arrange/handle purchasing of office equipment, tools, stationery and administration stuffs for office use

* Payments management/ Cost management:
- Collect supporting documents related to billing and invoices from suppliers, vendors and service providers
- Prepare payment documents per internal process (payments to suppliers) and perform payment to suppliers for minor/petty expenses, ensuring that all items are invoiced and paid on time
- Update and maintain databases such as mailing lists and supplier contacts

* Expat management, Travelling & Customer Service:
- Book hotels, flight tickets and arrange transportation for visitors
- To apply visa, work permit, residence card for expat, manage accommodation leasing contract
- Provide the transportation, accommodation, air ticket for business travelling of employees
- Provide excellent guest service support to visitors, business stakeholders and partners when they have business engagement with the company

* Company events, Audits, Office Management & Others:
- Participate actively in the planning and execution of company events including in-house or off-site activities, like parties, celebrations, and conferences
- Coordinate to pass all audit related to Admin's management
- Arrange meeting rooms, prepare water, candies, cookies, stationery… and welcome guests
- Collect employee's extra insurance claim documents and send to Vendor
- Handle fixing tasks in office, arrange office cleaning, monitor tea ladies' jobs