Administrative Specialist

1. Administration Management
1.1 Transportation Management
1.1.1 Car Rental Management
Manage and coordinate with car rental suppliers to ensure high-quality services and the best experience for end users.
Oversee transportation arrangements to optimize vehicle utilization, control costs, and ensure efficient support for business operations.
Conduct random inspections of vehicles to ensure cleanliness, proper maintenance, and the availability of all required safety tags and equipment.
Arrange transportation for visitors and employees in accordance with business requirements.
1.1.2 Taxi Management
Maintain and regularly update the taxi supplier list to ensure accurate and up-to-date information.
Monitor and process monthly taxi payments accurately and on time.
1.2 Cleaning Service Management
Manage cleaning service providers to ensure high-quality services and maximize value for the company.
Collaborate with relevant functional heads to monitor and ensure cleaning performance across assigned areas.
Lead weekly meetings with vendors to identify and address service issues, including staff behavior, sense of urgency, chemicals used, cleaning procedures, and service quality, ensuring compliance with required HSE standards.
1.3 Mailing Service & Telephone Operator
Monitor and coordinate outgoing business mail in accordance with the sender's requirements.
Receive and distribute incoming mail, newspapers, and telephone messages to the relevant personnel accurately and on time, without exception.
1.4 Stationery Management
Receive and consolidate stationery requests from departments and arrange supplies accordingly.
Ensure adequate stationery and necessary supplies are prepared in all training rooms prior to training sessions, based on the trainer's requirements.
Monitor stationery expenses and proactively alert relevant functional or department heads to any significant changes or increases in costs.
1.5 Expatriate Management
Arrange transportation and accommodation for expatriates and visitors.
Coordinate visa applications, work permits, and residence cards for expatriates.
Manage accommodation arrangements and related leasing contracts for expatriates.
2. Other Office Operational Services
Liaise with building management on office-related matters, including electricity, water supply, security, facility services, and leasing contracts.
Monitor and process monthly payments accurately and on time.
Ensure proper cleaning and housekeeping services are maintained throughout the office.
Take responsibility for organizing and coordinating company and plant events.
Coordinate and provide the necessary documentation and support to ensure successful completion of audits related to Administration management.
Arrange meeting rooms and ensure all necessary facilities and supplies are well prepared, including drinking water, candies, cookies, stationery, and other meeting materials.
Collect employees' supporting documents for additional insurance claims and submit them to the relevant vendor for processing.
Perform other duties and responsibilities as assigned by management from time to time.
3. Secretary to the General Manager
Provide administrative support to the General Manager's office, including document filing and archiving, handling documents submitted to the GM for review and approval, and coordinating the GM's meetings and events.
Manage and coordinate administrative arrangements to ensure the smooth and efficient operation of the GM's office.
Perform other duties and responsibilities as assigned by the General Manager from time to time.
Requirements
Bachelor's degree or equivalent combination of education and relevant work experience.
Minimum 2 years of relevant professional experience.
Solid knowledge of administrative management and general affairs.
Good command of written and spoken English.
Strong negotiation, problem-solving, and decision-making skills.
Excellent communication and interpersonal skills, with the ability to build and maintain trust-based relationships with stakeholders.
Strong results-oriented mindset, with prior experience as a change agent or change champion preferred.
Strong planning, organizational, and analytical skills.
Flexible, adaptable, proactive, and highly committed to work.
Strong team player with the ability to collaborate effectively across functions.
Proficient in Microsoft Office, particularly PowerPoint, Word, Excel, and Outlook.
Work Location: REE Tower, No. 9 Doan Van Bo Street, Xom Chieu Ward, Ho Chi Minh City, Vietnam (1-2 days per week will be required to work at Plant No. 6A, My Xuan A Industrial Park, Phu My Ward, Ba Ria-Vung Tau Province, Vietnam)