Admin Executive

3 weeks ago

Ho Chi Minh City, Vietnam PERSOLKELLY Vietnam Full time

Professional Enviroment
- Professional Development
- International exposure

**1. JOB PURPOSE**: The Admin Executive is a core member of HR Team, assisting HR Manager in managing the efficient operation within the country, ensuring that Admin processes and practices comply with country regulations. The role works closely with HR Manager by providing country-specific insights for the successful development of relevant RHQ strategies.

**2. CRITICAL ACCOUNTABILITIES**:
**2.1 Administration duties**:

- Handle work permit and residence card for expats.
- Handle flight & Hotel/ Car Booking for regional members visit.
- Handle car booking for MD.
- Maintain up to date information on hotel rates to all employees and update in Intranet.
- Work with vendors on immigration process and documents.
- Work with landlord to register all necessary procedures for new staff.
- Monitor and purchase stationeries and pantry items timely.
- Manage vendor contracts & payment related to Admin.
- Forecast operation budget annual for BP & FC.
- Support upload contract via DocuSign
- Manage admin internal reporting.
- Other ad-hoc duties

**=> Outcome**:

- Timely submission and reimbursement for all claims, in accordance with existing guidelines.
- Smooth operations to ensure regional members visit goes well.
- Timely update of data and sharing with staff on changes.
- Ensuring prompt actions provided to maintain sufficient stock level
- Ensure documents are in accordance with internal guidelines
- Ensure all vendor payments will be prepared timely.
- Prompt support to staffs who have need.

**2.2 Facility Management & Office Maintenance**
- Manage and maintain office facility.
- Liaise with landlord, internal staff and vendor on any issues relating to office maintenance.
- Prepare documentation on maintenance of copier machines, vending machines and newspaper vendor, pest control...
- Other ad-hoc duties.

**=> out come**:

- Ensure office premises, equipment and facilities are properly maintained.

**2.3 IT Support**:

- Liaison for IT queries between local office and RHQ.
- Administrative preparation for IT internal reviews, audit and checks.
- Periodic reporting to RHQ on IT related matters.
- Assist RHQ in administering IT standards.
- Prepare and submit IT reports as required by RHQ.
- Other ad-hoc duties.

**2.4 Legal & compliance support**
- Support RHQ Legal team in documents preparation and follow up.
- Keep the company legal document safety.
- Follow up compliance activity plan with RHQ.
- Complete compliance reports as required by RHQ.
- Other ad-hoc duties.

**3. Key Job Requirements**

**3.1 Experience**
- **Minimum 3 years of working experience in similar position.**:

- Experience supporting and/or managing the coordination and execution of Annual Operating Plan, monthly and quarterly forecasting.

**3.2 Job / Skills Competencies Competencies**:

- Ability to work under pressure
- Ability to complete multi-tasks within stipulated timeline
- Familiar with procurement process
- Familiar with company legal issues registration advantages
- Familiar with compliance commitment.

**3.3 Personal characteristics**:

- Fluent communication skills, both in verbal & in writing
- Honest, discreet and with a high level of integrity
- Able to work independently as well as collaborate with teams
- Analytical with attention to detail, operating to a high degree of accuracy
- Creative and problem-solving
- Fast learner
- Computer literate (MS-Words, Excel, PowerPoint)

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