Administration Assistant

1. Daily works:
• Conducting car scheduling on the base of car’s requirements from staff & availabilities of car. File soft files for records and cross check with car rent debit notes/invoices.
• Being Telephone Operator (receiving & transfer incoming phone calls/ messages).
• Load finger print of previous working day.
• Receive office mails & delivery to receiver (update record in log book).
• Office mails outgoing by selected courier suppliers or by motor-taxi/messenger including cost comparison for one-off case.
• Receive and delivery incoming fax. Make sure the fax machine is always in working condition of paper & ink & power or any trouble related.
• Welcome and take care of visitors and follow up their presenting status in office.
• Everyday together with cleaner make sure to maintain all Meeting rooms & Reception area & Public area in neat & tidy.
• Keeps an eye and alert any missing of Company properties such as samples in showroom…
• Sample in/out: in-cooperate with Merchandiser/Receiver upon delivery/dispatch.
• Other miscellaneous as assigned which includes but not limited to typing, translation, sending fax, making copy, etc.…

2. One time works:
• Coordinate with Teammates to conduct assigned works as per the Employee Exit Process for resigned/terminated staff, which includes but not limited to collect business cards, extract phone call, cancel of finger print access to office, etc.…
• In-cooperate with Teammates to contact with building management/technical team & suppliers for related issues: cleaning, maintenance, office renovation if any, office equipment rental if any, documents storage at Crown…
• In-cooperate with Teammates/ Outsourced IT to prepare for meeting room when needed.
• Coordinate in events preparation (annual dinner, staff birthday, company outing, internal training…)
New Staff:
- Get finger access for new staff and record in the system.
- Arrange business card (if requested).
- Arrange stationery & miscellaneous as requested.
- Update office telephone list.

3. Periodically works:
• Printing: envelopes, letterhead, stickers & label… Update to soft file info.
• Printers: order upon request of replacement of cartridges for fax/ printer, etc… Update related info for cartridge replacing for printer & fax inventory/usage in the office.
• Office mail sending: collect all sending bills and cross check with supporting documents to verify the purpose for records.
• Drinking water: follow up with supplier La Vie twice a week delivery due to office usage, update to soft file info.
• Stationery: order per consumable and per request.
• Weekly sending medical insurance claims of local staffs per log list on Friday.

4. Monthly works:
• Monthly download records from finger access control system on the first day of following month.
• Monthly download data of Telephone Bill Software on the first day of following month.
• Register motorbike parking for staffs includes collecting fee and pay to building management.
• By month end, collect and cross check Invoice/Debit note against supporting documents of related suppliers/ services, then pass checked documents to Admin Officer/Accountant on the 5th day of following month.

Education & Experience:
• University/ College degree (English Bachelor is referable)
• At least 2 years related working experience

Skills & Knowledge:
• Fluency in English (both speaking & writing)
• Computer knowledge
• Strong/effective interpersonal & communicational skill

Behavior:
Customer-focused, service-oriented, people-oriented, enthusiasm, diplomatic, persuasive, friendly, approachable, well-organized, reliable, mature, proactive, culturally sensitive, work independently, responsible, tactful, professional, result-oriented, tolerant for stress & a team player, good at detail attention and follow-up

- Insurance Scheme

Hồ sơ theo yêu cầu của nhà tuyển dụng khi liên hệ trực tiếp