HR & Admin Assistant

*JOB SUMMARY:
HR & Admin Assistant coordinates all HR & administrative activities that facilitate a smooth operation of the office. She also plays the role of a Receptionist.

*RESPONSIBILITIES:

ADMINISTRATIVE DUTIES:
• Organize business travel arrangements for employees including but not limited to flight tickets, transportation, accommodations, visas, etc…
• Purchase and monitor stationary, grocery, and other office supplies
• Monitor taxi cards and coordinates monthly taxi claims and payment requests
• Monitor monthly office expenses and produces monthly expense reports and forecast on Google Drive
• Recommend and reinforce administrative policies / procedures / forms
• Coordinate repairs / innovations to office equipment
• Arrange flowers, food, drinks and meeting rooms for internal and external meetings
• Monitor record and report daily activities of messenger
• Arrange airport pickup for guests
• Be responsible for all incoming mail distributions and outgoing mails arrangements
• Keep track of all outgoing mail requests / bills / receipts
• Register / Re-register motorbike parking for employees
• Ensure office services and supplies such as coffee, tea, soft drink, instant noodles and catered food / drinks, etc. for meetings
• Organize and control expense for employee gatherings and parties
• Purchase daily fruit and ensure tea lady serve fruit on time
• Apply visa / work permit / residence card for expats and control the cost within the budget
• Ensure a clean and neat office. Propose periodic office / air con cleaning and maintenance
• Create and update regularly suppliers’ contacts and price list of HR & Admin expenses on Google Drive
• Prepare for new hire: seat, stationary, motorbike parking, name cards, cabinet and other related items
• Be in charge birthday decoration
• Manage employee attendance and check monthly employee attendance for payroll calculation
• Resolve other administrative issues and support HR & Admin Team whenever needed

RECEPTION:
• As key point entry to the organization, act at all time, with tact, discretion and courtesy
• Ensure a smooth operation and professional appearance of the reception
• Greet and refer callers / visitors to relevant individual or department in professional manner
• Take and pass on messages. Determine when something is urgent and expedites a response
• Other tasks as required by HR Supervisor

HR SUPPORT
• Lead new hires / leaving employees process
• Check and record monthly attendance and prepare attendance report as per request
• Manage employee leave / IT equipment
• Open bank account for new employees / Order and distribute monthly phone cards
• Prepare photos of new hires for the Company website
• Support on recruitment: Posts jobs, screens CVs and arrange interviews as per request
• Prepare and submit dossiers for optional insurance claim
• Manage trade union fund

SUPERVISORY RESPONSIBILITIES
• Supervise, coach and train cleaner / messenger / intern
• Regularly provide subordinates constructive feedbacks and plans for improvement
• Conduct annual performance appraisal for subordinates as scheduled and whenever necessary
• Be accountable for subordinates’ outputs and performance.

***QUALIFICATIONS/SKILLS:
• Bachelor's degree (preferably in administration management)
• 3+ years working experience in similar position
• Good command of English (Four skills)
• Good communications skill
• Good secretarial skill
• Team player, helpful & supportive
• Attention to details
• Ability to multi-task
• Proficient computer (Word, Excel, PowerPoint, Outlook)
• Positive outlook and attitude

THIS POSITION REPORTS TO: HR & ADMIN MANAGER
REPORTING TO THIS POSITION: Messenger, Cleaner, Intern

*OTHER TERMS OF THIS JOB
Working time: Total working hours is not less than 42.5 hours per week and daily working hours as follows:
From Monday to Friday: 9:00AM to 6:30PM
• Morning: 9:00AM to 12:00PM
• Lunch break: 12:00PM to 1:00PM
• Afternoon: 1:00PM to 6:30PM
Working place: Company‘s Office Address at 11bis Nguyen Gia Thieu Street, 7th Floor, District 3, Ho Chi Minh City, Vietnam.

- Healthcare plan
- Laptop
- Gathering

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