Administration Executive

Reception & Front Office
• Answer and transfer incoming telephone calls professionally in both English and Vietnamese.
• Welcome visitors, customers and business partners in a professional, friendly and courteous manner.
• Ensure the reception area, meeting rooms and common areas are clean, tidy and presentable at all times.
• Ensure continuous reception coverage during office operating hours (08:00 AM - 06:00 PM), including lunch breaks.
• Coordinate cleaning services to maintain office cleanliness and workplace hygiene standards.
• Handle general office enquiries and provide administrative assistance to internal departments when required.
Office Administration
• Handle daily administrative requests, enquiries and correspondence in a timely and professional manner.
• Prepare payment requests and supporting documents, coordinate with suppliers and the Finance team, and maintain accurate payment records.
• Manage administrative contracts, monitor contract expiry dates, coordinate renewals and maintain proper contract documentation.
• Source vendors, obtain quotations, prepare price comparisons and coordinate the procurement of office supplies and administrative services.
• Manage office utilities, including electricity, water, internet, telephone and other facility-related services.
• Purchase and maintain office supplies, stationery, pantry items, drinking water, packaging materials, sales support materials and other office consumables.
• Coordinate with IT, printer vendors and maintenance service providers to ensure office equipment, facilities and air-conditioning systems are properly maintained.
• Manage incoming and outgoing mail, courier services, meeting room reservations, office access cards, office keys and motorbike parking arrangements.
• Coordinate office decoration, flowers and workplace arrangements as required.
• Maintain office assets and coordinate periodic inventory of administrative assets and supplies.
• Coordinate administrative arrangements for new employees, including name cards, welcome gifts and onboarding logistics.
• Coordinate office relocation, renovation and workplace improvement projects as assigned.
• Maintain proper filing and documentation of all administrative records and contracts.
• Perform any other duties assigned by the Group HR Manager or the Board of Directors.
This is a 7-month fixed-term contract role