Admin Executive / Nhân viên hành chính

About us

AsiaMotions was founded in 2013 with the intent of providing outdoor activities accessible to the greatest number. The core values of our organization focus on Outdoor education, Environmental awareness, Team spirit, Social responsibility, and a Healthy lifestyle. Our main service is school trips for international schools in HCMC.

About the role

Reporting to: Director

Main responsibility: In charge of the company's administration functions and support company's operations

Main duties

Office & Legal Administration:

• Manage office administration and its relevant expenses and invoices (facilities, utilities, office inventory, refreshments, locks, cameras, etc.).
• Proceed and take care of the company's legal and governmental documents and processes, including ERC, company tax registration, company sign, visa, and work permit for expats.
• Register, purchase, and follow up on insurance for staff and clients on programs.
• Arrange and manage company expenses related to housing and flights for expats and staff.

Client & Contract compliance:

• Manage the end-to-end contract process with clients, including regular client communication as arises.
• Keep track of clients' payment process and its timeline, and remind clients of outstanding payments when needed.
• Act as the reference point for other contract templates with suppliers.

Bank transactions & Cash management:

• Enter banking transactions orders following payments' approval from Director.
• Manage cash withdrawals and cash expenses as per company's needs.
• Serve as a single point of contact with the bank for necessary payment processes.

Accounting backup:

To cover some of the essential (necessary or urgent) accounting tasks when the accountant is absent (on planned leave and unexpected leave).

• Check VAT invoices from suppliers.
• Issue VAT invoices for clients.
• Check expense claims from staff.