Admin Officer

2 days ago


Ho Chi Minh City, Vietnam Mekong Capital Full time

**The Role**:
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 (10%)**:

- Ensure to always keep the receptionist warm and professional.
- Warmly welcome guests, take guests to meeting rooms and serve water/coffee to guests.
- Answer phone calls promptly (within 2 rings).
- Deliver the Secretary works (mail/newspaper/magazine delivery).

**2. Mekong Merchandising Store Management (Mestore)**:
Responsible for operating MeStore with extremely high-quality branded name products for Mekongers and guests:

- New products are produced with high quality, speak to the needs, creative, elegant and on time.
- MeStore marketing activities: new products communication
- Stock management activities with accurate and timely at HCM VFC
- Product brainstorm and Production: brainstorm and product creation, work with suppliers to finalize production.
- Mestore services:

- Internal transfer
- Sell process
- Products reviews, sale reports, stock management

**3. Vending Machine Management**:
Responsible for the operation and maintenance of Mekong Vending Machine.
- Manage the products with hygiene and safety.
- Offer new products are beneficial for health and meet the needs of Mekongers.
- Stock management: diverse items, restock based on customer references, and on time.
- Ensure vending machine operate smoothly for customers.

**4. Gift & design**:
**a) **Gifting**:Ensure timely and thoughtfully gifts to express Mekong’s appreciation to people who have contribution to Mekong’s success.
- Arrange gifts on request from team members within budget and with velocity.
- Co-ordinate with vendor to produce high-quality, customized gifts with Mekong’s logo.
- Arrange gifts for recurrent occasions annually (Journalism Day, Journalists Birthday, Mid-Autumn Festival, and Lunar New Year).

**b) Working Anniversary Gift**:Prepare working anniversary gifts for team members to acknowledge their long-term commitment with Mekong.
- Ensure the working anniversary gifts are well arranged (meeting criteria, within the budget) before the milestone date of relevant Mekonger.
- Arrange occasions/calendar to deliver gifts to employee on their working anniversary date.

**c) Deal Toy**:Ensure timely celebrate new investment of Mekong by having Deal Toys with the design aligned with relevant Deal Team.
- Co-ordinate with vendor and Investment Team to finalize the design and products.
- Ensure Deal Toy is high quality and designed to capture the investee company’s essence.

**d) Poster Design**:Ensure all posters in Mekong are displayed suitably, which can reflect the intended messages and enroll team members/guests in Mekong’s being and commitment.
- Coordinate with vendors and ensure the designs meet Mekong’s expectations and standards.
- All posters have enrolling design and are hung at appropriate locations.

**5. Others (15%)**:
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 correctly.
- Budget for all accountabilities is well-built annually.
- All the necessary information (contracts, agreements related to domain in charge) is well filed on the company’s server.
- All the processes & guidelines for each accountability are composed and updated timely.
- Deliver expected results of any other accountabilities are assigned to you by your mentor from time to time.

**What you will need**:
**Working Experience**:

- Has at least 3-5 years of working experience in Facility/ Office Management.
- Have at least 1 year of purchasing or sourcing related to office/facility management.

**Ways of Being**:

- Result oriented
- Attentive to details
- Committed to high standards
- Open minded to learn new things
- Customer Service Mindset
- Inquisitive and Curious

**Skills**:

- Master in using Microsoft Office (Word and Excel)
- Strong communication in both English and Vietnamese, in both verbal and writing
- Negotiation
- Data Entry


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