Administrative Assistant Cum Receptionist

The Administrative Assistant cum Receptionist will work in HR & Admin team to provide administrative support to office including reception duty. The position will be expected to act as Fulbright Ambassador with routine and specialized functions involving guest welcoming, secretarial tasks as well as administrative tasks as directed by Office Manager to ensure professional image and efficient operations of Fulbright.
The regular working hours are 8 hours per day, from 8:00 AM to 17:00 PM or 8:30 AM to 17:30 PM, from Monday to Friday per week.

MAIN DUTIES:
• Administrative Assistant:
- Arrange logistics for all business trips (both domestic & International) for all Fulbright staff members including, but not limited to, flight tickets, hotel booking, visa application, and transportation…
- Provide supports in organizing Fulbright events with relevant departments.
- Order and control all stationeries for Office.
- Maintain and control Office supply such as: school car booking, sim card ordering, cartridge refill, electricity payment, plants in campus, cleaning service, office consumable stuffs, Lavie water refill, motorbike parking, drinking water testing, …
- Keep records of and update payment reports of Grab + Vinasun services.
- Assist with applying for various types of visa for visitors/ expats.
- Assist with logistic arrangements for business trips of visitors/ expats to come and work for Fulbright such as: flight tickets, hotel booking, airport transfer, meals, …
- Assist with application for work permit for expat coming to work for Fulbright.
- Organise notarization of legal documents as and when required.
- Coordinate and prepare Hello Monday! weekly.
- Order name card for Fulbright staff members.
- Make sure to comply with all company policies and procedures and adhere to company standards.

• Receptionist:
- Perform front desk management activities.
- Welcome, inform, register and guide visitors/ guests.
- Be responsible for handling enquiries and internal /external call transfers to appropriate team members. Record and dispatch the message when necessary.
- Update contact list of team members on time.
- Receive, sort, record and forward incoming mails to appropriate team members. Coordinate the pick-up and delivery of express mail services.
- Perform general clerical duties to include but not limited to: photocopying, scanning, faxing, mailing, and filing.
- Manage, maintain and ensure the reception area in tidy and professional image.
The Administrative Assistant cum Receptionist will also contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results as and where needed; and perform other duties as assigned by Human Resources Director or Office Manager.

Education:
• Bachelor Degree in any discipline.

Experience:
• 1-3 years of working experience at a similar position for a multinational organization.

Knowledge, Skills and Abilities:
• Fluent verbal and written communication skills in both English and Vietnamese.
• Good at organizational capability and time management skills, highly organized multitasker who works well in a fast-paced environment.
• High sense of customer service and interpersonal skills, including tact, discretion, empathy, and cooperation.
• Professional and good attitude and appearance
• Ability to control emotions and remain calm at all time.
• A keen understanding of the duties and competencies of different roles.
• Positive contribution to the team and willing to take various tasks as required.
• Proficiency in MS Office Applications.

- Competitive salary and high-end insurance schemes
- A dynamic, innovative and professional working environment where English is our functional language
- Excellent opportunities to attend workshops, seminars, and public talks organized by the university

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