HR Admin & Receptionist Trainee (Hanoi Office)

JOB PUPOSE
This role is to support for administration work and receptionist tasks for Hanoi office to ensure office services and administration are well arranged in a professional and collaborative manner.
KEY ROLE AND RESPONSBILITIES
1. Take charge of administration work
- Contact with Landlord to inform and handle any problems arising. Follow up office leasing services performed by the landlord.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
- Maintain daily provision of facilities and services to the company including office keys, taxi cards & office equipments (LCD, Laptop, video-conference etc.). Follow up stock of stationery for the office. Purchase office equipment. Make business cards, envelops, letterhead for office.
- Arrange/ coordinate for HR engagement activities/ events, or other HR activities if any.
- Prepare properly payment documents for all office related services.
2. Undertake tasks of a receptionist
- Answer & transfer phone calls in a professional & polite manner. Assure a warm and friendly voice on the phone. Take messages accurately & in detail if requested. Be professional, courteous, warm, friendly in every interaction whether it is on phone or in person. Maintain the company's telephone directory.
- Handle all incoming and out-going mails and couriers. Keep record of all incoming and outgoing correspondence.
- Assure a warm, friendly & professional welcome to guests/visitors/internal staffs. Assure the tidiness of meeting room & reception area. Control access into the office.
3. Perform some clerical duties
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Support to perpare tender documents if needed (follow the instruction from related team)
- Effectively translate key documents in both Vietnamese and English. May be asked to perform other clerical duties like typing and data entry sometimes. May perform other tasks as assigned & required