Receptionist Cum Admin

Purpose of the position
Responsible for the professional image of the company through handling all incoming calls and receiving guests courteously, accurately and professionally; Handle other administration tasks and support ISP team.

Key Tasks
Reception
1. To greet all visitors courteously and cheerfully. Make sure visitors are placed in meeting room/area. Prepare beverages for visitors
2. To ensure reception area is clean and tidy
3. To receive and send letter
4. To file the letter well
5. To handle all calls courteously, precisely and professionally in clear and friendly voice.
6. To screen all incoming calls and transfer correctly to appropriate persons.
7. To take comprehensive messages when receiver is busy or absent and pass them to the respective staff immediately.

Administration
8. Organize air ticket and/or hotel accommodation for company personnel or visitors.
9. Order office supplies (stationery, pantry items…) as approved in accordance with company procedures. Control and maintain records of use of the same.
10. Organize dispatch of post and couriers. Maintain records of out going mails sent by couriers in order to give full information to rechargeable expenses relating to posting. Pick up packages from the post office.
11. Handle petty cash including making payment for approved items, filing monthly expense report for the authorization of the Branch Manager, in line with guideline from the head office in Ho Chi Minh City.
12. Liaise with building management to solve any household issues.
13. Deal with local authority, when required, such as telephone, water and electricity supply agencies etc.
14. Prepare beverages for visitors when designated staff is not available.
15. Manage fixed assets
16. HSE: make record and manage HAN’s HSE
17. Deal with any additional tasks arising from time to time.

HR Support
18. Maintain annual leave schedules and update leave records on a monthly basis.
19. File staff’s health insurance claims and submit to insurers for processing and reimbursement
20. Obtain and renew visas, residence cards for expect staff and company visitors
21. Assist the Country Head of HR in secretarial tasks such as translation, preparing letters to authorities in Vietnamese language

ISP Support
22. File and deliver CDS to customer
23. Support BU manager in some tasks

Functional Knowledge
• At least one year experience in a similar position.

Skills & Competencies
[Competencies – Business ]
• Good in telephoning and reception skills.
• Good office management.

[Competencies – Personal)
• Friendly and open minded personality.
• Educational background & work experience: BA or similar level of English. At lest one year experience in a similar position.

Educational background / Work experience
• English and office management studies

Language skills
• Fluent in both English and Vietnamese.

Computer Literacy
• Good command of Microsoft Office.

- Attractive salary

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