Job Purpose
- The job holder performs the work according to the assigned professional expertise related to Office management unit
Ensure compliance with quality commitments and compliance with the company's processes and regulations.
Key Accountabilities (1)
1. In charge of the general email box of Office Service at the Building and delegating requests on the Building's weblog to the personnel in charge to perform: receive and answer questions and requests of the Units or forward to related parties to jointly handle - Monitor performance results - Evaluate/survey performance quality - Close cases and synthesize analysis and periodic reports.
Organizing the provision/management and operation of shared office services/utilities (canteen, pantry, drinking water, medical room, mother và baby room, gym, parking lot, ...) to serve employees work every day.
Organize the receiving and handing over of assets/materials to employees working at the Building as well as the recovery of assets and tools from HO Units for asset warehousing and allocation tools after being shipped to HO Units to use.
Operate the Building's hotline to assign / coordinate to solve problems related to the operation of the Building.
Perform other general tasks such as: timekeeping, drafting reports, summarizing reports, etc. in general of the Building.
Participate in drafting documents related to the operation of the building.
Key Accountabilities (2)
7. Coordinate with related unit to organize communication on issues of ensuring occupational health and safety for employees office, in accordance with the law.
Update the contact list of units in the office to ensure smooth communication.
The focal point for sending communication contents related to the operation of the office.
Procurement of assets/tools, supplies and materials for the daily operation of the office (responsible for managing expenditures within the approved budget).
Summarize payment and settlement of purchases and monitor and report the use of costs of the office.
Participating in the organization of general events of the company (spring opening, worshiping ceremony, general meeting of shareholders, general events of the company, ...)
Control and urge the progress and quality of services of specialized units and contractors in providing services (sanitation, trees, drinking water, kitchen, medical services, transportation) technical practice, Vpp,...).
Participating in working with relevant authorities in the scope of Office Management.
Back up for the unit's manager in his absence.
Perform other tasks assigned by the Board of Directors in accordance with the requirements of each period
Key Accountabilities (3)
Key Relationships - Direct Manager
The direct reporting line for this position is to the Manager of Office Management, who provides guidance, support, and oversight for all office service operations within the Building.
Key Relationships - Direct Reports
This role does not currently have direct reports but involves close coordination with various team members and service providers to achieve the office management objectives.
Key Relationships - Internal Stakeholders
Internal collaboration is essential with multiple stakeholders across departments such as Human Resources, Facilities Management, Finance, IT, and Health and Safety teams, ensuring comprehensive and integrated office service delivery.
Key Relationships - External Stakeholders
Key external stakeholders include suppliers, contractors, service providers, and relevant governmental or regulatory authorities. Building and maintaining effective partnerships with these parties is vital for successful service provision and compliance requirements.
Success Profile - Qualification and Experiences
Graduated from University or higher. Priority is given to majors related to office administration, Information Technology, Engineering.
Experience (professional): 3 years in professional field or equivalent.
Foreign language (English): as company's regulations
Understand the operation process, products and services of company'
Understand of office equipment, office administrative activities in the office
General understanding of Office technical systems, IT equipment
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