Assistant Administrator

General Overview

- Be responsible for all secretarial and administrative affairs of the company

Job duties

1. Secretarial Responsibilities

• Maintain directors appointment / travel calendars and organizes business travels, including reservation of hotel accommodation, restaurant reservations, ticketing, travel document application, etc.

• Prepare and submit expenses statement as requested.

• Exercise reliable personal judgment and act with tact to greet and screen visitors, incoming calls.

• Communicate directors/managers instructions to department and/or various individuals, provide and obtain information from managers.

• Prepare complex correspondence, reports and presentations.

• Collect, summarize and compile relevant business data into reports as directed.

• Handle confidential information, files, and materials to ensure information security for proper use.

• Establish and maintain a proper filing / database system for easy retrieval and accurate documentation to facilitate information flows.

• Look for Trade shows for staff to attend in different countries.

• Translating documents for staff as required, and assisting in language communications

• Assisting staff with taxis, arranging transport etc

• Warmly welcoming staff, visitors and arranging lunch, making coffee/tea and for directors and staff

• Ensure a happy working environment.

2. Office Administration work

• Arrange, send, tracking and receive parcels, samples, documents and give to the mentioned person directly (usually use UPS, TNT, DHL,...courier)

• Check invoices, receipts to process payments, then update the imprest account/template expenses

• Manage office equipment, office's suppliers, contact with the building maintenance to solve any issues

• Arrange Visa, book tickets, hotels for visitors and staff.

• To ensure daily duty for office—to make sure everything properly run and the whole office in a clean, nice, tidy working environment.

• License update, renewal, yearly check etc for company.

• Office stationery purchase.

• Documents preparation.

3. HR Assistance

• Work with recruitment services to post the recruitment news.

• Review the candidate's CV, arrange the interview, call the references, and arrange the processing for hiring employees.

• Submit Vietnamese social insurance in TS24 system and contact with the Social Insurance Department to handle problems.

• Submit reports (Quarterly foreigner labor report and tax invoice/Annual Report on activities of Representative Office) to government authorities.

• Submit Work Permit, Vietnam’s Visa for foreign workers.

• Submit documents for notarization to the Consulate.

Education Background:

◆ Bachelor degree or equivalant

- Working Experience: Minimum 1 years of professional experience

Ability & Skills:

◆ Good administration skills

◆ Good command of spoken and written English

◆ Good computer skill

Attitude:

◆ Hardworking fun individual with experiences in relevant job fields is perfect

◆ Careful, patient and reliable working behavior