Business Services Officer

JOB DESCRIPTION

Position: BUSINESS SERVICES OFFICER (Administrative Officer)

Working Place: HCMC

Working Time: Mon-Fri

OVERVIEW:

• Ensure a pleasant and safe environment for staff members, work well with the building management and partners effectively with global and VN team members.
• Full responsible for the procurement and maintenance of office supplies and office equipment decision. Ensures all administrative purchases are at the best terms and prices.
• Support Asia leadership team day-to-day administrative support as required. These include calendar management, travel arrangement, vendor database management, data collection and market intelligence research tasks to support the business.
• Contribute to policy discussions and is responsible for implementing policy decisions on office administration as finalized by supervisors.

KEY RESPONSIBILITIES:

Business Services execution:

• Provide supports/inputs for managers to develop VN - administrative budgets.
• Collaborate with BS team members to establish essential business services, coordinate with chosen suppliers, and secure optimal services for the VN office.
• Ensure that administrative services, including mail, housekeeping, security, phone, and access control, are delivered at their highest quality.
• Work closely with other Business Services Officers to ensure the office and business operates smoothly.
• Support office renovation, reconfiguration, layout modification and seating arrangements.

Business Services strategies and procedures:

• Assess the practicality of local compliance and office administration policies adopted by the company to ensure they are effective in daily operations.
• Partner with BS team member to provide training and information sharing session on Business Services as necessary (eg: Fedex outbound shipment arrangement, local courier) to all VN staff members.
• Provide user guidelines as required and handle staff member's enquiries on office facilities (Telecommunication tools, door accessing system, office machinery)
• Provide support on any other office and administration tasks as assigned from immediate supervisor (Eg: represent BS team to work with other functional teams on office automation projects)

Vendors and performance management:

• Manage the performance of travel service and administrative vendors, ensuring their services meet expectations.
• Review vendor performance reports, recommend improvements for service delivery, and contribute to price negotiations and contract creation
• Answer to all related staff enquiries on all travel related questions.
• Partner with Business Services officer to support company's vendor database management.
• Assists management in pulling data from company systems and transferring it into a logical format for management's further analysis.

Company functions and administrative supports

• Partner with BS team members on coordinating all company-wide activities in VN. Eg: planning and scheduling board meeting, high profile conference and company-wide functions.
• Partner with BS team members on developing, maintaining, and testing company's business continuity program. Eg: yearly fire drill exercise
• Provide general day-to-day administrative support to Asia Leadership team as required. These include calendar management, expense report management, etc.
• Other ad hoc project assigned by Sr. Business Operations Manager – Asia Pacific.

REQUIREMENT

• Tertiary educated and excellent communication skills in English both in written & verbal
• At least 2-4 YOE working in a sizable company is preferable.
• Experience in a fast-paced, dynamic business environment and proficiency in managing relationships with diverse stakeholders (incl executives, external suppliers, business counterparts, etc)
• Experience in office setting up is a definite advantage.
• Full set of admin operation skills
• Proficient in Microsoft Word, Excel and PowerPoint