Administration Executive

* JOB SUMMARY
Responsible for delivering timely and comprehensive service for the company and its Administration and Financial Coordination needs. The Administration Executive will work with Driving, Cook, Cleaning, Security at Osprey. Will assist in implementation of Admin policies and procedures, coordinate with internal parties and liaise with external parties to provide Administration and Financial Coordination services.

* PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Administration Function Management:
+ Coordinate well with all Admin Team Members including Drivers, Cleaners, Cooks, Securities to ensure deliver smooth Admin services
+ Implement and execute all administration procedures and make sure well operations
+ Coordinate with the Landlord for office fixing and expanding
+ Manage Office's keys box control and provide keys for new Team Members
+ Manage office equipment/furniture/other asset purchasing if any
+ Handle office facility supplies and maintenance by coordinating with the Landlords/Suppliers to make sure smooth office operations
+ Travel booking arrangement: accommodation, air ticket, transportation if any
+ Handle stationery supplies, soft drink, and other office supplies purchasing
+ Arrange Business cards for all new Team Members and current Team Members those require
+ Provide car booking schedule to the Office Driver and support Team Members to connect with the Driver
+ Monitor and control lunch expenses; consolidate daily and monthly expense for Cooking services
+ Deal and set up with Suppliers for administration practices:
+ With mobile phone company to set up contracts and arrange contact phone numbers for new users; Cancel or adjust contract for leaving Users
+ Taxi supplier to set up contract/deposit and require new cards arrangement
+ Office Security - deal contract/manage actual services and payment
+ Car rental services: propose suppliers, deal services and price, manage contract implementation and payment (we have 2 vans and 1 car now)
+ Gardening services;
+ Office equipment hiring;
+ Materials purchasing for sample production.
2. HR Administration support
+ Support to arrange benefits & welfare for staff on birthday, wedding, sick, accident, family's funeral, Tet's gift, women day's gift, and other events…
+ Support to submit reports/documents to Authorities such as Labour Dept, Social Insurance, Tax, Trade Union
+ Coordinate with Company’s Trade Union to arrange activities, benefits for Team Members
+ Participate on Organization team to arrange company activities such as parties, outing trips
+ Support other administration tasks that will be delegated by HR Head as business needs
3. Financial Coordination
+ Handle cash payment, cash advance as Cashier for the Office.
+ Prepare cash payment vouchers for all cash payment transactions for monthly office operation expense
+ Prepare bank transfer requests for all bank transfer to send to Outsources Accounting Company for proceeding payment of all office expenses
+ Check/require all legal invoices and supporting documents from Team Members and Suppliers as financial practices’ requirement
4. Reception and Operator
+ Operating, answering phone and transfer the phone to Team Members
+ Welcome visitors and guide them to connect with contact person
+ Receive documents and goods from external: make sure the postal suppliers/Express services to mention attention of Team Members and arrange delivery to the Team Members asap
+ Deliver documents and goods to external: contact with postal suppliers, Express services, collect sender and receiver's information to prepare postal bills
+ Receive notice of incoming shipment from Express services, coordinate with receiver to provide information for custom clearance, confirmation of import tax and other expense before receiving documents/goods.
+ Maintain current contracts with Express service providers and deal new corporate contract with new Express service providers

* AUTHORITY& WORKING RELATIONSHIPS
Regular contact with all HR and Admin Team and all Osprey Teams

* QUALIFICATIONS
Education, experience and aptitude to meet position requirements. A trust worthy, clear communicator with excellent English Language abilities and a reliable confidentiality record. Years of related professional experience: 2-3. College Degree preferred and relevant experience Admin and HR. Prior experience in International Companies a distinct advantage.

* COMPENSATION AND BENEFITS
Negotiable, depending on experience and qualifications. 14 Days Annual Leave. Lunch provided 5 days a week.

* REQUIRED MEETINGS AND TIME/TRAVEL
Participation in all department and general company meetings/functions, and others relating to special assignments, as required. May be required to work outside of normal work hours or attend offsite training/business functions.

* GENERAL STATEMENT
It is understood that this document may be changed in the future in the best interest of Osprey and/or the customers served. Any changes will be discussed with the incumbent.

- Salary dependent on experience and qualifications
- 14 days Annual Leave
- Lunch provided 5 days a week

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