Administration Officer

The position is responsible for smooth administrative operation of Vietnam and Cambodia offices, including main tasks as below:
Office Administration & Reception Tasks:
o Handle all administrative services provided in the office.
o Work closely with building management and vendors to ensure smooth office operation (including A/C, electrical system, water supply and drainage, Firefighting system, CCTV, Access system ...)
o Maintain good office hygiene, security, pantry, stationery services.
o Do reception tasks regarding guest welcoming, maintain a professional front office greeting area.
o Assist in accommodation arrangement for guests like hotel sourcing, booking and negotiating for annual corporate rate.
o Support on domestic and international postage and courier, letter in/ out.
o Do translation of general business documents/ correspondences when necessary.
o Manage to maintain high security of the office.
o Check and handle monthly/ periodical payment requests.
o Manage and inspect performance of office supply vendors, propose improvements when needed.
o Source for options of office supplies, furniture and equipment, and other consumable items for management decision.
o Get involved in negotiating with vendors for quotation and service agreements.
Employee Services:
o Manage visa, work permit tasks.
o In charge of organizing annual health checks for staff and preparing related statutory reports.
o Corporate with building management to organize fire evacuation drill exercise as well as statutory safety training.
o Provide administrative supports on organizing staff activities and events like training seminar, engagement activities, Carter's Cares, refreshment ...
o Conduct office administration training when required.
Support to IT:
o Act as on-site supporter for IT HK and US to maintain good status of internet/ system connection/ printer/ conference equipment/ phone/ SAF/ inventory/ monthly payment ...
o Support on troubleshooting ad-hoc issues.
Support to Finance:
o Assist HK Finance to develop documents and maintain internal accounting and administrative control processes.
o Support HK Finance team to coordinate with the external consultants to ensure fulfillment of statutory reports and domestic filling regulations.