Senior Admin Officer

22 hours ago

Ho Chi Minh City, Vietnam Mekong Capital Full time

WHAT YOU WILL CONTRIBUTE

The Administration Officer is accountable for the following ongoing set of results, which are required to continuously propose improvements from time to time, under close supervision of the Center Manager. 1. Reception

Ensure always keep the receptionist warm and professional. Key deliverables include:
Warmly welcome guests, take guests to meeting rooms, and serve water/coffee to guests.
Answer phone calls promptly (within 2 rings).
Deliver the Secretary's work (mail/newspaper/magazine delivery). 2. Event F&B logistics
Coordinate logistics for company events, including venue selection and equipment rental.
Ensure all event logistics are properly planned and executed and fulfill the event's intention.
Coordinate F&B arrangements for company events and meetings, including menu selection and catering arrangements.
Manage relationships with vendors and suppliers to ensure timely and efficient delivery of services.
Maintained accurate records of all event planning and expenses.
Monitor event budgets and work to ensure events are cost-effective.
Provide excellent customer service to internal and external customers. 3. MeStore & Vending Machine Management
Responsible for operating MeStore with extremely high-quality branded name products & Vending machine smoothly: diverse goods, beneficial for health, and fit the needs of Mekongers:
Develop new products which speak to the needs of customers, creative, elegant
Work with vendors to produce new products with high quality, and on time
Initiate activities/newsletters to promote products
Manage sales activities, internal transfer, and monthly inventory report
Inspecting and maintaining the Vending machines to ensure they are in good working order and hygiene at all times
Work with vendor to repair or replace vending machines when needed 4. Office insurance & security management
Responsible for managing the Office Insurance & Office Security related to ensuring that the company is adequately protected against potential risks and losses
Manage the company's office insurance contract, including property & liability
Work with insurance providers to ensure the company is receiving the best coverage and rates for its insurance premiums
Manage and control, issuing the building access cards & physical keys in the office.
Monitor and control the access security system
Coordinate emergency response plans and ensure that emergency procedures are in place and regularly tested
Develop and manage the office security budget, including the procurement of security equipment and services 5. Others
In addition to the specific deliverables mentioned in each and every process and guidelines for each task, you also need to ensure:
All the payments/transactions are handled timely and correct.
The budget for all accountabilities is well-built annually.
All the necessary information (contracts, agreements, designs, pictures) is well-filled on the company's server.
All the processes & guidelines for each accountability are composed and updated timely.

**Risk management**: ensure all risks that might occur in the domain of this person in charge are well projected and risk prevention plan is generated and maintained quarterly.
Deliver expected results of any other accountabilities assigned to you by your mentor/task manager occasionally.

**WHAT YOU WILL NEED Working Experience**:
Has at least 5 - 8 years of working experience in 5* Hospitality/ Worldclass Facility/ Office Management
Have at least 2 years of purchasing or sourcing high-quality products. Ways of Being:
**Customer services**: high standard of customer services, do and provide services based on customer needs and preferences.

**Very High standards Administrative**: high standard reception etiquette (warm and engaging with customers).
Detail-oriented, yet still organized around end results and intention
Open-minded to learn and try on new things

**Inquisitive and Curious Skills**:
**Multi-tasking**: the ability to manage many and/or differing tasks and maintain productivity.
Excellent Project management skills including planning, and logistics management with the ability to meet deadlines
Strong communication in both English and Vietnamese, in both verbal and writing
Professional in using Microsoft Office (Word and Excel)
Negotiation skills

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