Admin Assistant

Main Purpose:
To assist Clarks Vietnam office in terms of transportation, packages and sundries, booking air tickets and hotels for business travellers. Receiving phone calls and visitors into the office and providing secretarial support to the Vietnam Sourcing team.

Job Description:

The Front Desk Service
1. To effectively manage the Office telephone exchange.
2. To receive and deal with visitors, and ensure a welcoming and professional image is presented at all times

Business Travel and Staff movement Service
1. Create and issue staff weekly movement plan and the Travellers’ Calendar. Maintain these as and when necessary to ensure managers are clear of all staff and visitors movements throughout Asia.
2. Take care of day to day transport arrangements – organise company cars and hire cars to facilitate effective staff movement from factory to factory.
3. Manage travel and accommodation requirements for the Vietnam team in both Vietnam and overseas, to meet the needs of the business.
3. Manage travel and accommodation requirements for Clarks’ business visitors to Vietnam.
4. Monitor the use of car hire against car records before arranging payment through accounts to our car hire supplier
5. Booking international and home flight air tickets via the Agent appointed by the company, check the monthly cost statement provided by the Agent before confirming to our accounts in the UK for payment arrangement .
6. Maintain a database of all the flight booking details to ensure the information can be traced any time when necessary .

Incoming & Outgoing Package Service
1. Receive incoming packages and organise out going packages. Ensuring that they are delivered to the receiver efficiently and on time.
2. Work with DHL to deal with custom clearance issues for the imported shoes and leathers and relating parts

Passport & Visa Assistance
1. Apply for Z visas, work permits, health certificates, accommodation log for all expats, change their visas and work permit when their passport or address changes and get the visa information regularly to ensure expats work legally in Vietnam
2. Coordinate with Police Office and Visa Office monthly for their management of foreigner for Clarks expats,
3. Assist local staff with passport and visa application to meet the business needs for their travelling out of Vietnam

Other administration work
1. Purchase office sundries in line with ongoing office requirements.
2. Take care of the maintenance of the copy machine and fax machine to ensure these are always in good working order.
3. Manage dairy for meeting room booking and video conferencing facility in the Office, to avoid any potential double bookings.
4. Monitor the quality of service provided by the cleaning company to ensure their service meet the company requirements

Experience & Technical Skills require:
1. Ability to operate the telephone system
2. Ability to deal with people at different levels in a professional way
3. Ability to deal with drivers of car hire companies
4. Ability to manage time so that Calls, packages and car arrangements are all arranged smoothly and without delay
5. Ability to prepare custom clearance documents
6. Some admin. / secretarial experience
7. Competent use of Microsoft office

Salary & Benefits:
. Working location: Clarks office HCM
. Long holiday
. Friendly working environment
. Premium Health care programme.
. This position is opened only for local Vietnamese candidate
. Salary: Negotiation
. Only reply for selected CV for interviewing

- Premium Health care programme
- Long holiday
- Friendly working environment

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