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Administrative Assistant

3 months ago

Ho Chi Minh City, Ho Chi Minh, Vietnam Infobip Ltd Full time

Regional Senior Office Assistant is an individual contributor regional role with direct reporting line towards Office Manager or Managing Director.


  • Develop, implement and improve office policies and procedures (and coordinate Office Assistants or Front desk representatives) in ways that optimize procedures in one or more offices in region
  • Sort and distribute communications in a timely manner
  • Manage and coordinate with other departments to ensure compliance with established policies, communicate on more complex office related issues with wide range of departments and stakeholders
  • Support senior managers and executives with daily clerical tasks
  • Create and update records ensuring accuracy and validity of information
  • Schedule and plan meetings and appointments as necessary
  • Monitor level of supplies and handle shortages, utility payments
Coordinate (obtaining and renewing) government authorization for office operations in the premises

  • Coordinate Visa ensuring process to employees(coordinate with both employee and agency obtaining and renewal of Visas)
  • Manage officerelated malfunctions, maintenance projects and/ or renovation of offices when in need, organize and oversee facilities, services and maintenance activities; quick respond to requests or issues
  • Provide general support to visitors
  • Coordinate and manage both inhouse and external events
  • Managing accommodation availability and guest arrivals and departures when necessary
  • Maintains contact with vendors, contractors, customers, real estate personnel, etc.
  • Manage relationships with property owners, leasing partners or shared space providers
  • Hold overall accountability to organize work of the office/ offices in the regions (if many) and coordinate work of Regional Front Desk Representatives
  • Maintain trusting relationships with colleagues, customers and suppliers
  • Performs other duties as assigned.

Qualifications:

  • Bachelor's Degree in Economic or equivalent
  • 4 years of experience in Finance and / or Administrative related areas focused on office management
  • Infobip employees are people with diverse backgrounds, characteristics, and experiences that share the same passion and talent that helps us achieve our mission. That's why Infobip is committed to creating a diverse workplace and is proud to be an equalopportunity employer._
  • All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, age, sex, sexual orientation, gender, gender identity, national origin, citizenship, disability, veteran status, or any other part of one's identity._