HR & Admin Executive

Main tasks:
Perform HR tasks
- Manage the timekeeping machine, set up fingerprints for new employees and delete fingerprint when employees leave work
- In charge of HR Software - Histaff about the work time / annual leave, etc.
- Directly implement the monthly working time report (WTM) & working time late checks of Hanoi staff as well as collect all WTMs of all countries/offices (Saigon, Danang) to make a final WTM for the monthly salary payments
- Carry out the administrative procedures: new joiner procedures/resignation and all employee profiles and update employee information on the HR list
- Carry out labour contract, probationary contract procedures with Vietnamese and foreign staff
- Resolve issues related to labour relations (working discipline, remunerative, holiday, etc.)
Perform reception tasks
- Timely answer all incoming phone calls
- Receive and send documents and other items
- Update telephone extension number list of all staff on the HR server
- Greet visitors: ask for visitors' information (name, company representing, etc.), clarify their request and assist them in contacting the relevant person
Perform administrative tasks
- Control and follow meeting rooms' schedule
- Follow the printing payables of all department, order envelopes without logos & shipping general materials of the company upon request. Manage, purchase & distribute stationery to employees in accordance with the general regulations of the Company.
- Prepare logistics for staff to work in the Hanoi Office: Contact the departments to arrange hotel / welcome / general work plan to submit to the Director for approval / organizes a short trip (if any)
- Prepare procedures for interns and official foreign workers before coming to work in Vietnam including: contact for Visa information, book hotel and set up computer
- Follow up on office plan (e.g. fixed asset maintenance plan, etc.)
- Make birthday lists & give birthdays present to employees every month
- Be in charge of procurement, facility management, fixed assets and repairs, office hygiene (air conditioning, fan, tables, curtains, doors, etc.)
- Be responsible for monitoring and setting up a place for new employee (include hiring a new location if necessary)
Other tasks:
- Support team in organising events of company such as a year-end party, Autumn Festival, Children's day, Women's day, etc.
- Join weekly / monthly meetings with the HR - Admin Department
- Other tasks assigned by the Head of HR - Admin Department (if any)