Administrative & HR Assistant

ADMINISTRATIVE DUTIES:

• Organize business travel arrangements for employees including but not limited to flight tickets, transportations, accommodations, visas, ect…
• Purchase and monitor stationary, grocery, and other office supplies
• Monitor taxi cards and coordinates monthly taxi claims and payment requests
• Monitor monthly office expenses and produces monthly expense reports and forecast on Google Drive
• Recommend and reinforce administrative policies / procedures / forms
• Coordinate repairs / innovations to office equipment
• Arrange flowers, food, drinks and meeting rooms for internal and external meetings
• Monitor record and report daily activities of messenger
• Arrange airport pickup for guests
• Be responsible for all incoming mail distributions and outgoing mails arrangements
• Keep track of all outgoing mail requests / bills / receipts
• Register / De-register motorbike parking for employees
• Ensure office services and supplies such as coffee, tea, soft drink, instant noodles and catered food / drinks, etc. for meetings
• Organize and control expense for employee gatherings and parties
• Purchase daily fruit and ensure tea lady serve fruit on time
• Apply visa / work permit / residence card for expats and control the cost within the budget
• Ensure a clean and neat office. Propose periodic office / air con cleaning and maintenance
• Create and update regularly suppliers’ contacts and price list of HR & Admin expenses on Google Drive
• Prepare for new hire: seat, stationary, motorbike parking, name cards, cabinet and other related items
• Be in charge birthday decoration
• Resolve other administrative issues and support HR & Admin Team whenever needed

RECEPTION:

• As key point entry to the organization
• Ensure a smooth operation and professional appearance of the reception
• Greet and refer callers / visitors to relevant individual or department in professional manner
• Take and pass on messages. Determine when something is urgent and expedites a response
• Other tasks as required by HR Supervisor

HR SUPPORT

• Open bank account for new employees / Order and distribute monthly phone cards
• Assist in screening and selecting candidates, arrange for the interview in recruitment.
• Assist admin task regarding to C&B process
• Prepare and submit dossiers for optional insurance claim

SUPERVISORY RESPONSIBILITIES

• Supervise, coach and train cleaner / messenger / intern
• Regularly provide subordinates constructive feedbacks and plans for improvement
• Conduct annual performance appraisal for subordinates as scheduled and whenever necessary
• Be accountable for subordinates’ outputs and performance.