Admin Coordinator cum ReceptionistCông ty Cổ phần Giáo dục Millenia

JOB SUMMARY
The Admin Coordinator cum Receptionist ensures efficient and effective office operations by providing comprehensive administrative and receptionist support to the HR & Admin Departments. This role includes managing office activities, coordinating communication, maintaining accurate records, document control and maintaining an organized office environment. The Admin Coordinator cum Receptionist plays a crucial role in supporting the overall smooth functioning of the office.
KEY RESPONSIBILITIES
Administrative Support
• Organize and schedule meetings, appointments, and manage calendars for senior management.
• Coordinate and facilitate internal office events, training sessions, and workshops.
• Handle incoming and outgoing mail, parcels, phone calls, emails and direct inquiries appropriately.
• Prepare and follow up on various correspondence, including memos, letters and emails.
• Maintain and update the office filing system and handle all document management tasks.
• Support travel arrangements and bookings for employee's business trips, including registration, hotel booking, transportation, and payment processes.
Receptionist Duties
• Greet and welcome all visitors in a professional manner, ensuring a positive experience.
• Manage the front desk by answering and directing phone calls, emails, and inquiries.
• Coordinate the use of meeting rooms, ensuring that facilities are clean and equipped.
• Assist with other reception-related tasks, such as handling incoming deliveries and courier services.
Document Control
• Develop, manage, and maintain document control procedures / guidelines in compliance with company standards.
• Ensure timely processing, updating, and dissemination of all controlled documents and notices.
• Coordinate with various departments to monitor and manage company documents, ensuring accurate and timely processing and record-keeping.
• Handle confidential and sensitive information with discretion.
Office and Facility Management
• Ensure office cleanliness, organization, and the proper functioning of all office equipment.
• Manage office supply inventory, ensuring adequate stock levels, and initiate orders as needed.
• Maintain office security and safety systems, adhering to occupational health and safety standards.
• Coordinate with suppliers and vendors for timely delivery and services.
Vehicle and Facility Management
• Manage company vehicles, including scheduling maintenance and ensuring their availability.
• Supervise and coordinate the activities of the office outsourced serviced such as security guards, drivers, cleaners....
Administrative Budget Management and Reporting
• Review and process payment requests for administrative expenses in compliance with company policies.
• Track the administrative costs, reconcile budgets, and report on expenses periodically.
• Propose budgets optimization strategies and initiatives to enhance cost efficiency.
Collaboration and Teamwork
• Assist in planning and executing office events and team engaging activities.
• Actively collaborate to maintain a cohesive and efficient administrative team environment.
Employee Welfare
• Support the HR & Admin Department in implementing employee welfare and health care programs.
• Collaborate closely with HR team members to provide employee engagement programs and onboarding activities.
• Ensure a positive and friendly working environment that fosters employee engagement, well-being, and professional development.
Reporting and Continuous Improvement
• Prepare periodic and ad-hoc reports on administrative activities for the HR & Admin Director.
• Lead initiatives to enhance efficiency and streamline administrative operations.
Purpose of the role:
The purpose of this role is to ensure the efficient and effective operation of the office by:
• Providing comprehensive administrative and reception support.
• Managing and maintaining documentation, office supplies, and office facilities with a focus on organization and accuracy.
• Facilitating clear communication and coordination within the office.
• Overseeing the management and performance of office staff, administrative vendors (inhouse and outsourced) and related services.