Receptionist & Admin Executive

1. Front office reception handling
- Operate company’s switchboard or multi-line phone and maintain long distance call logs. Answer incoming calls and transfer to right person, take and distribute accurate messages.
- Greet visitors and direct them to right destination, monitor visitor access and maintain security awareness. Liaise with IT Manager to prepare and show up Welcome Note on electronic board.
- Respond to routine inquiries from internal or external sources, eg. organization’s location, hours of operation, phone numbers, or email address.
- Receive and send documents and couriers, record tracking number, PO number into logbook; distribute incoming documents and couriers to appropriate person.

2. General clerical and administration support
- Handle conference and meeting room reservation
- Coordinate documents and sample delivery by company messenger and outsource delivery vendor
- Responsible for car arrangement for staff following company policies. Consolidate routine for customer visits for car arrangement to make it convenient and cost saving.
- Arrange hotel accommodation/ air tickets/ visa application for staff/ stakeholders/ suppliers.
- Monitor the use of stationery, order stationery when required.
- Prepare monthly listing and order of mobile phone card/ internet cards, buy and distribute cards to all staffs in HCM and Hanoi.
- Prepare monthly payment voucher for office supplies vendors eg. visa, air ticket, car rental, stationery, flower, taxi, courier, pantry supplies, gasoline, etc. for Ho Chi Minh office.
- Handle petty cash for sample receiving fee.
- Prepare motorbike parking registration and taxi card for staff when required.

3. Reporting
- Prepare monthly report by Business Unit on the use of mobile phone/internet cards, send to Admin Manager, Accounting Department and Head of Departments for cost control.
- Consolidate taxi route details and collect receipts from staff following company policies. Prepare monthly taxi expenses report by Business Unit, send to Admin Manager, Accounting Department and Head of Departments for cost control.
- Prepare monthly report by BU on car rental/courier/stationery/taxi/flower/air ticket…expenses; send the record to Admin Manger and Head of Departments for cost control.

4. Others
- Other assignment from Supervisors and Management

*Authority:
- To assist in company activities/events for relevant tasks.
- To work with managers and staff of other function departments about relevant issues.
- To raise related issues in H & ADM Department.
- To develop individual work plan.

*Qualification and Education:
- Minimum College Degree in any related field

*Experience and Knowledge:
- Minimum 1.5 year experience in receptionist, administration or related field
- Good personality, good attitude, oriented to detail and have service mind
- Able to keep confidential and integrity
- Good command of English
- Computer literate in Microsoft office, Excel, Word, and PowerPoint

- Attractive remuneration, Performance Bonus
- Premium Healthcare Insurance, Annual Outing Trip, Year End Party
- 13th Month Salary

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