Office Executive

2 weeks ago

Hanoi, Vietnam Positive Thinking Company Full time

**We are a Great Place to Work-Certified with 90% of our team members in Vietnam agreeing that we are a great place to work**

At the Positive Thinking Company, we are looking for your talent to strengthen and grow our community of experts. Joining us is joining a company that resembles you, building itself as you express your talents, your passion, and communicate your ideas.

So, are you ready to take the plunge and become our next **Office Executive?**

To be perfectly sure, here is all the information you need

Office Executive, assigned to PTC business line in the Vietnam office will play a proactive and dynamic role in office operations. This role will report directly to Office Operations Manager & Senior Admin Executive, Operations department.

**WHAT YOU WILL DO**:
**Reception (25%)**
- Front desk reception, greeting visitors, managing phone calls, and taking messages.
- Handle incoming and outgoing mail & follow up per request.
- Collect bills, log data, and report monthly in order to proceed with payments to vendors/suppliers.
- Be an internal and external contact point for office matters.

**Office Support (75%)**
- Assist with scanning, photocopying, and mailing documents and reports.
- Documentation: translate documents, manage office contracts & office supplier contracts, prepare and review contracts, follow up with getting reviews and approvals of seniors.
- File and store soft and hard copies of bills/invoices/receipts for further access.
- Maintain inventories of office supplies.
- Be responsible for minor to major office fixing and maintenance. Be in contact with building management and office suppliers if there is any trouble with the electricity, air conditioner, lights, and other safety matters.
- Support office fit-out projects.
- Manage other office administrative activities: office lease/renovation, purchasing, etc.
- Manage office facilities, including working place capacity in order to propose a monthly plan to the supervisor.
- Control and keep track of department expenses & related documents.
- Be an office fire warden and be responsible for fire protection equipment maintenance at an office level.
- Manage the company’s taxi account & report related expenses monthly.
- Providing logístical support for:

- Support employees who undertake domestic or overseas trips, such as air tickets, insurance, accommodation, transportation, etc.
- Complete monthly reports for internal departments and relevant departments/projects.
- Oversee the monthly payment process for suppliers/partners.
- Provide continuous support and guidance to less senior colleagues through regular coaching activities and support them in fulfilling their personal development plans.
- Support for preparing F&B, events, team-building
- Check the accuracy of monthly Timesheets of Engineering teams.

**WORKING TIME & LOCATION**:

- Time: Mon-Fri, 9 am - 6 pm
- Main office: F22 -54A Nguyen Chi Thanh, Dong Da, Ha Noi

**AUTHORITIES**:

- Review monthly orders regarding F&B purchases within an approved budget
- Manage meeting room bookings on the internal system
- Conduct evaluations for office suppliers as assigned.
- Supervise Office Assistants.
- Review reports and plans proposed by Office Assistants.
- Review & control information/assets owned by the department when assigned.
- Be responsible for following and maintaining department policies and procedures regarding information security.

Other projects/initiatives assigned:

- Make and propose plans and reports
- Request for authority approval to upper manager for certain tasks.

**WHAT YOU SHOULD HAVE**:

- At least 2 years of working experience in relevant jobs (assistant, operation staff, office administration) is required.
- Bachelor Degree in English, Economics, Office / Business Administration or equivalent qualification is preferred.
- Ability to work in a team as well as independently is a must.
- Demonstrated strong organizational skills, including time management and the ability to prioritize and manage a range of tasks pro-actively.
- Strong self-motivated, client service, and goal orientation.
- Detail orientated with a good memory.
- Good communication skills, both written and oral in English and Vietnamese.
- Good at using Microsoft Office Suite and learn how to use the IT system quickly.
- Experience in large/multinational working environments, IT industry, or working with expats is a plus.
- Experience in company trip arrangements or office fit-outs is a plus.
- Be happy to coach, mentor, and train less senior colleagues.

**ISMS requirements** (after onboarding):

- Awareness of ISO:27001 standard and understanding about PTC ISMS through internal/ external training courses (awareness training & refresh training also)

**About **Positive Thinking Company**:
Positive Thinking Company is a global independent tech consultancy group. With a team of more than 3,000 talented tech specialists on the ground in over 35 cities across Europe, the USA, Asia, Au

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