Admin Assistant

KEY ROLES AND RESPONSIBILITIES
1. Handle reception duties such as screening and routing incoming calls, greeting guests, and managing mail-in and mail-out
2. Provide administrative and secretarial support to the Company and team, including general translation between Vietnamese/English documents
3. Schedule, organize, and coordinate external/internal meetings such as booking of venue, arranging logistics
4. Assist with submission of claims/expenses and ensure proper filing of expenses, correspondences, and billing records
5. Assist with submission of visa/residence card/work permit applications for expatriates
6. Office premise management including utilities/broadband, meeting room management, and vendor management
7. Manage office supplies such as stationary, furniture, and pantry items
8. Prepare workstation and stationery for new hires
9. Manage rental plants at the office and ensure it in a good condition
10. Manage the cleaning service and ensure the office is clean and neat.
11. Manage the company vehicle both company car and external transportation and ensure productivity and comply with the company policy
12. Monitor the payment to vendors timely and accurately
13. Assist to source the quotation for the related HR & Administration requests
14. Complete the assigned reports timely and accurately
15. Ensure all the documentation is in place for the required audit
16. Update the internal contact list when required
17. Ensure all office expenses do not exceed the annual set budget
18. Other administrative responsibilities assigned by HRM
19. May be required on some occasions, to work outside normal working days/hours. This will be kept to a minimum.