Facilities and Admin Coordinator

Facilities Coordinator will be responsible for the daily operation of services on the client site. Facilities Coordinator requires to have excellent organizational skills and able to multitask effectively. Facilities Coordinator should have strong written and verbal communication skill in both English and Vietnamese language. Facilities Coordinator will be the first point of contact for client queries, maintain files and financial records and prepare management information relating to the contract.

• Services to be managed:

o Catering services.

o Cleaning services.

o Indoor plant and external landscaping services.

o Hospitality and event management services.

o Inbound and Outbound Mail services.

o Office supplies, Pantry supplies & services.

o Helpdesk service.

o Archiving and document controls.

• Manage assigned vendors on relationships and performance.

• Basic accounting and bookkeeping for facility/admin invoices; code and allocate to responsible Cost Centres, check invoices. Raising PO, payment request in the system and follow up.

• Assist Facilities Manger to tender/negotiate/contracts with Service Suppliers.

• Identify quality improvements in processes and procedures and implement were necessary.

• Assists in the preparation of operating and capital budgets.

• Perform Receptionist tasks when required as back-up.

• Other tasks in soft services as assigned by supervisor.

• Bachelor’s degree in hospitality, Business Administration, Finance/Accounting or equivalent degrees

• Minimum 3 years experienced in relevant roles as Administration/Facilities Coordinator. Ideally 3 – 5 years of related experience. Direct experience in Catering, Hospitality and Event Management is an advantage.

• Communication skills in both Vietnamese and English, both written and verbal.

• Strong communication and organizational skills.

• Adept at prioritizing, scheduling, and multitasking.

• Ability to organize workflow and coordinate activities within the office, client, and other departments.

• Excellent customer service skills are required as first point of contact for clients.

• Excellent accuracy and attention to detail.

• Strong computer skills to operate various technical computer systems. Proficiency in Microsoft Office

software to include Word, Excel, PowerPoint, and the Internet.

• Demonstrated ability in integrated logistical planning of facilities-related projects. Skill in planning and coordination of complex assignments and projects across multiple organizational units.

• The ability to work under pressure and handle stressful situations.

• Requires basic knowledge of financial terms and principles.

• Willingness to travel to VSIP 3 in a daily commute.