Office Admin

2 days ago

Ho Chi Minh City, Vietnam Savills Vietnam Full time

**POSITION OVERVIEW**

**DUTIES RESPONSIBILITIES**

**OFFICE TASK (40%)**
- Assist on meeting/events: prepare snacks/drink/mealsbefore meeting/events.
- Coordinate and oversee all office activities: maintain office supply, stationary inventories, repair of office equipment, etc.
- Consolidate of Job request and Incident report (daily); Traffic report (monthly), Operation report to Trade Department (monthly, quarterly, yearly).
- Assist Landlord on asset inventory and asset dismantle every 6 months.
- Cover for Receptionist when requested.
- Assist in the evacuation of the Centre in case of an emergency.
- Be in charge of following up expats manager in documents (work permit, temporary resident card,...) by working with agency and head office.
- Other duties as delegated from time to time by the Acting Deputy General Manager.

**HR TASK (30%)**
- Contribute in planning, negotiating and executing quarterly events, company outing, YEP, Midnight sales, employee engagement etc.
- Manage, update timesheet/roster, annual leave on time (monthly).
- Welcome new comer: take office tour, take finger print, schedule orientation etc.
- Support HR as requested

**CASUAL LEASE TASK (30%)**
- Compose and monitor casual lease agreement.
- Coordinate with Accounting department to keep track of status of payment/deposit.
- Coordinate with related department for Pre -Event checklist before set upday.
- Prepare all the documents before upload on the BPM system.
- Weekly and monthly update of casual lease pipeline and revenue report.
- Back up for Commercial Deputy Manager on specific task when asked.

**PROFESSIONAL SPECIFICATIONS**

The Office Admin must have:

- Ability to communicate effectively, both verbally and written, in both English and Vietnamese to an advanced level.
- Proficiency on software programmers including but not limited to Microsoft Word, Excel, Outlook and PowerPoint, as well as the ability to learn and become proficient in further computer-based packages.
- Experience in attending meetings, translating, taking and distributing of minutes.
- Knowledge of operation of standard office equipment.
- Sound experience working in a customer-focused and fast-paced professional environment.

All matters pertaining to the Company and its clients must at all times be kept confidential. Under no circumstances should confidential information be discussed with any party other than with the party directly involved. The employee must also at all times exercise discretion with disclosure of sensitive information to other employees. All matters relating to your individual employment agreement including basis of remuneration must not be disclosed to any other party (excluding your immediate family, tax, accountants, financial planners or legal advisors).

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