Administration Executive

Job Title: Administration Executive

Country: Vietnam - HCMC

Position Type: Regular

Immediate Superior (title): HR/Administration Manager

Immediate Subordinates (title): Non

Key Job Purpose:

To perform reception, office administrative activities under supervision of HR/Administration Manager

To support HR on administrative tasks

To support administration tasks when HR staff is on leave or vacant

To assist Hanoi branch on administration related matter

Summary of Functional Duties & Responsibilities:

1. To perform administrative activities including, but not limited to, maintenance and

repair; leasing; office decoration, fitting out; insurance; purchasing, distributing,

managing of operating office equipment-phone-laptop-stationery-pantry and office

supplies-award-gifts; arrangement of meal, transportation, accommodation;

communication system; office cleaning; periodical health check; parking, office access;

notarization; translation; visa application; company uniform; labor safety & fire

protection.

2. To manage Company stamp, stamp documents and invoice.

3. To collect, verify documents, receipts, invoice for settlement of purchasing of goods

and services related to administrative activities.

4. To produce documents, collect, record, sort, fill information, handle mail, prepare

routine reports.

5. To perform reception activities including, but not limited to, receiving and routing

incoming telephone calls, taking and distributing accurate messages, greeting visitors,

updating and providing company phone directory, meeting room booking, receiving and

sending courier package.

6. To plan and organize company events (meeting, company trips, year-end party, staff’

birthday, Mid-autumn festival, Children’s day and other events required by Company

and Labor Union).

7. To coordinate to organize training of Law of labor safety and labor hygiene, fire

protection, first aid or any training related to administration and support HR on

organizing other training.

8. To support monitor attendance of staff if HR staff is vacant.

9. To ensure administrative standard operating procedures, policies, guidelines made,

reviewed, improved, kept in place, launched and trained for staffs.

10. To perform and submit required reports to the government related to administration

matters in accordance with Vietnam law.

11. To assist Hanoi branch on administration related matters.

12. To join administrative and/or other trainings.

Authorize:

• To use of equipment and facilities of the Company to serve the purpose to complete the task.

• To enjoy the full benefits stipulated in the labor agreement and labor law.

• To refuse to perform the tasks assigned by Manager/ Superiors which not in conformity with the law.

Minimum Education Required:

• Diploma in College/ University or equivalent

Minimum Experience Required:

• Min 2 years working experience of office administration work in foreign invested company

Skills and Knowledge Required:

• PC literate

• English Communication

Attitude Required:

• Positive mindset of customer satisfaction

• Teamwork

• Compliance

Knowledge Desired but not Essential:

• Healthcare business

Key Competencies:

1. V. Good Business Acumen- Cost Awareness

2. V. Good Communication

3. V. Good Creativity and Innovation

4. V. Good Customer Orientation

5. V. Good Diversity

6. V. Good Judgment - Problem Solving

7. V. Good Organisation and Accomplishment

8. V. Good Teamwork - Building and Managing Relationships

9. V. Good Professional / Technical Expertise