Admin Executive

3 months ago


Ho Chi Minh City, Vietnam 40HRS Full time

KEY RESULT AREAS
- (KRA)- MAJOR ACTIVITIES- OUTCOME- 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- 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.- 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.- Ensure office premises,
- equipment and facilities are
- properly maintained.- 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.- IT related matters are escalated
- on timely manner.- 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.- Ensure prompt & precise
- support.
- Ensure reports are submitted
- timely.**Job Requirements**:

- 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.

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)
- 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.
- Qualifications
- B.A Degree in Business Administration or similar discipline from a recognized college/university.


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