Bod's Assistant

Department: GA
Report to: BOD, GA Manager, Mr. Tam, Ms. Oanh (Only for all purchasing related activities)
His substitute: Other Receptionist staff
Inferior staff: Cleaner

JOB OBJECT
To build a good working enviroment with colleague and support BOD with visitors, customers.

RESPONSIBILITY - DUTY - COMPETENCE - SKILL
Responsibility
- Keep current standards and improve the standards in GA department
- Responsible for all communication/representation between outside & inside
- Responsible for company car arrangement
- Responsible for administration support of BOD/expats
- Responsible for service (hotel/ air ticket booking, …) of visitors, guests invited by Framas
- Support to organization framas events/activities
- Responsible for GA store stationery
- Carry out purchasing for GA department following company purchasing guidelines
- Responsible for management of meal coupons and communication with meal supplier
- Act in accordance with framas's policies, philosophy, principles, code of conduct of customers and their confidentiality agreements, company rules
- Doing 5S and keeping 5S standards daily
- Fulfill the special duties as request from BOD
- Cooperate with co-workers, customer to build a good relationship at work.
- Weekly meeting : Write remind email to all supervisors
- Write meeting minutes: Report to GD within same day.
- Monthly meeting: Collect all reports by email and make a presentation file. Use it as final monthly report

Duty
- Following special task given from BOD in time and in accordance with the purpose of the job
- Maintain car request to make sure car in good condition for using when needed
- Control in/out stationery & stuffs at GA store with winline report daily
- Check and update the cars planing
- Arrangement drivers and booking the cars for staff and expats daily
- Daily booking meal for all framas staff and expert
- Montly report payment request and control meal cost
- Monthly report payment request others (car ticket , transportation fee , taxi ticket ).
- Create purchase order for approval by HoD and deliver to purchase controller (when needed).
- Follow up payments for suppliers according to framas guideline in a timely manner (when needed).
- Carry out research to find items or services necessary for GA department and compare quotations from different suppliers (when needed).
- Follow up on delivery of goods for GA department and carry out inspection as per framas guideline upon delivery (when needed).
- Checking and update some documents relation to expats (Visa, temporary cards, working permit, … )
- Organize and handling services for BOD framas group, visistor, guest (Flight tickets, hotel booking, …)
- Monthly report payment request to drinking fee using for guest ( coffee , water bottle, tea , milks , cookies.. ) .
- Support team to organize the company events yearly or when it's needed
- Control and update new coorperation designs and picture folder monthly
- Follow from step to step the check list when the new comers come (incl. expats) - update the contacts
- Prepare the meeting room when it's needed (tea ,cookie ,water, coffee, flower, name tag , meeting documents if have request from BOD )
- Guide/welcome customers/supplier, guest by the visiting
- Communicate/contact/handle/overgive the received information from outside to inside by calling
- Write meeting minutes
- Take care drinks for GD and serve drinks for visitors
- Check coffee, water availability and make purchase order in time
- Answer the phone call and transfer the call to related dept
- Make coffee and take care the drinks for GD
- Support with GA to hold company events
- Welcome GD's guests to small meeting room
- Support for BOD : Hotel, flight, or Golf booking, etc…
- Set up the yearly and half year employee evaluation schedule

Competence
- Right to manage cleaner
- Right to arrangement drivers
- Right to create purchase order in Winline.
- Right to create Payment request.
- Suggest to GA manager and BOD for improving in GA
- Suggest with GA manager & BOD about: meetings, events….

Knowledges - skills
- English
- MS office skills
- Lean basis undestanding
- Winline ACC2 (purchasing module & inventory check)
- Research skills
- Communication/phone skills

THE IMPORTANT WORKING RELATIONSHIPS (Important connections/contacts between departments or customers)
- BOD and all head of departments
- Customers, guest & suppliers
- BOD framas group

Educations
- Social college/highschool
- Industry University/college
- Preferable in english major

Working experiences
- 2 years experience about GA management
- Office administration knownledge
- Work in manufacturing companies
- Work in Monday - Friday and Morning Satuday (1/2 day)
- Shuttle bus from Hochiminh City to Bien Hoa

- Attractive Incentives based on Monthly performance, Dynamic working environment.
- Insurance and other benefits in accordance Vietnamese labor code
- Company Car for picking up staff from HCM / Bien Hoa City to Long Thanh

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