Admin Specialist & Receptionist

Job Title: Admin Specialist & Receptionist
Department: S&S Automotive
Employment Type: Full-time
Office location: Ho Chi Minh City, business travel required
ABOUT S&S GROUP:
S&S Group (W [protected info] & [protected info] | In [protected info]) is a private-owned ultra-luxury retailer with expertise in haute horology, art of living, fashion and luxury automotive in both Hanoi and HCMC. We are exclusive distributor and representative of numerous prestigious luxury brands in Vietnam and a pioneer of authentic, unique experiences and lifeEstyle choices for affluent customers in the luxury and premium segment. S&S Group is dedicated to improving our colleagues, partners and patrons' lives.
We are determined that everyone who has come to be with us, would be inspired and be part of a brighter future. We work for higher purpose which is to expand the possibility to LIVE BETTER.
ABOUT THE JOB: S&S Automotive is looking for a dynamic and agile Admin Specialist & Receptionist who delivers excellent customer service while handling administrative matters in a timely and effective manner. You will greet showroom visitors, answer phone calls, take messages and support the management team with secretarial, administrative and project management tasks, working autonomously without supervision. To be successful in this role, you will be well-organized, manage your time well and work across multiple projects with speed.
This is an autonomous position and requires a person who is capable of initiating action without supervision.
Reports operationally to: Boutique Managers- Automotive Division
JOB DESCRIPTION: The roles and responsibilities of the Admin Specialist & Receptionist include but are not limited to:
Customer Experience:
The receptionist is a vital member of our showroom and must present a helpful and professional impression to all visitors and guests.
Greet visitors and guests with a helpful attitude, determine their needs and contact the appropriate person in charge.
Answer phones in a professional manner and route calls accordingly.
Ensure the showroom, especially the reception area, is tidy and presentable.
Keep updated records of showroom expenses.
Administrative and clerical tasks:
Manage and maintain the Management's schedules. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Attending meetings to take minutes of the meeting and disperse across the team.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner. Keep projects on schedule.
Coordinate with internal departments and external parties to align business objectives.
Assist in the preparation of presentation and reporting materials. Review and summarize miscellaneous reports and documents, prepare background documents and outgoing mail as necessary.
Office Administration:
Perform general office management tasks such as managing office supplies and equipment, arrange venues and logistics for meetings, managing contract with suppliers and vendors, support with claim paperwork, etc.
Arrange travel schedule, reservation and paperwork (visa, residence card for expat, etc.) for the entire division as well as external guests/clients. Ensure the total visibility of travel schedule.
Track information such as expenses and prepare weekly, monthly or quarterly reports.
Control the company's chop and chopping log.
Additional duties may include handling additional administrative support duties as reasonably assigned by management.
Personal development:
Demonstrate exemplary ongoing self-development and personal growth.
Continuously improve knowledge about Watches, Automotives, Fashion, Jewelry and other lifestyle aspects.
Team-effort duties:
Maintain open, professional and ongoing communications with management and colleagues.
Serve as a positive role model and represent S&S appropriately at all times.
Participate in the training of new colleagues (product knowledge, procedures, company policies, etc.)
Adhere to and uphold all S&S Group core values, policies and procedures.
Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the quality of work and services; helping others accomplish related job results as and where needed.
Other tasks and responsibilities assigned to the Employee by the Company which may be adjusted from time to time.
JOB REQUIREMENTS:
Education: College or university degree in related field.
Employment/Professional Experience: At least 2 years in a receptionist, front office or administrative role, ideally in a luxury retail. Experience in luxury automotive industry would be a plus.
Competencies - Knowledge, Skills and Abilities (SKA):
Aligned and inspired by S&S core values: Unconventional | Deliver Excellence | Independence | Kindness | Integrity without Compromise.
Good communication skills in Vietnamese and intermediate English proficiency (equivalent to CEFR B1).
Strong proficiency of Microsoft Office 365 applications.
Outstanding interpersonal communication and listening skills.
Excellent organizational skill.
Good-to-excellent self-learning skill is essential.
Dynamic, proactive and adaptable with a growth mindset.
Strive for perfection yet realistic and solution-oriented.
Able to remain professional, composed and solution-focused under pressure.
Demonstrates persistence and creativity in problem solving while maintaining professionalism and compliance standards.
Interest and knowledge in art, fashion, gastronomy, architecture is a plus.
How To Apply:
Please email your CV and a cover letter explaining your interest in the position to [protected info] truly appreciate the time that you invest in your application. At the moment, we will only be able to contact short-listed applicants for further process