Office Admin Assistant

2 days ago

Ho Chi Minh City, Vietnam Ekino Vietnam Full time

Reporting to the HR Director and Chief Accountant, the position will play a key role in managing office operations, providing all administrative services, and engaging the team activities.

**1. Office administration services**:

- Purchase office supplies and stationery not limited to preparing payment request, advance request and clear advance request
- Welcome visitors, receive incoming mails/calls and direct to the relevant department
- Provide facilitation for new-hires entrance: working facilities, stationery, accounts, etc.
- Coordinate the termination process of the employees
- Leave management: check and record staff attendance in daily basis
- Coordinate travel and lodging accommodation for staff and visitors
- Coordinate the services of work permit, visa and resident cards for expatriates and foreign visitors

**2. Office management**:

- Manage and follow up office administration contracts
- Handle petty cash and control office expenses
- Supervise tea and cleaning ladies
- Manage all keys of office and cabinets
- Monitor, coordinate the repair and maintenance of office equipment & assets;
- Liaise with the building management to maintain good office services: air conditioning, power, hygiene, safety, etc
- Coordinate the issuance and removal of access cards/ fingerprint registration to staff and visitors
- Administer the door access database
- Coordinate and monitor the catering service for lunch
- Ensure good condition of medicine chests in the office

**3. Purchasing**:

- Conduct all purchasing duties according to approved purchase requests
- Coordinate the whole process of purchase orders and documents in accordance with company policy and procedures
- Find the most competitive suppliers for the best purchasing package in terms of quality, price, term, delivery, and services
- Manage the purchasing records

**4. Great-Place-To-Work activities**:

- Partner with Trade Union to organize Company’s events, employee activities, team-building, and Great-Place-To-Work activities.
- Actively propose the management on changes/ solutions to improve the employee engagement and enhance the inspiring working environment.
- Perform other ad-hoc tasks as assigned by the board of directors.

**Desired Skills and Experience**
- Confidentiality commitment
- Honest, with high transparency and integrity
- High level of verbal and written English skills
- Proficient computer skills (Word, Spreadsheet, and Presentation software)
- Proactive, positive working attitude, good teamwork
- Good organizational, prioritized and multi-tasking skills
- Good communication and negotiation skills
- Resourceful, careful, detail-oriented
- Good sense of responsibility and customer-orientation mindset

**Why ekino?**
- High-ownership working environment: You will take full responsibility and control of your missions contributing to the team's success
- Continuous skill improvement with new technologies, challenging projects, on-the-job coaching, and training programs
- Annual performance review & bonus: recognize your efforts and identify development/ improvement needs
- Clear career path: define your career development with long-term vision
- Be secure in your mind with employee’s care: private healthcare insurance package, medical check-up, support allowance...
- Great-place-to-work activities (company trip, sport clubs...): enhance teamwork spirit and facilitate your work-life harmony
- Thank you for your time and enthusiasm in our career opportunities.

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