HR, Administration & Sales Support Executive

1. Human Resources Administration
● Support recruitment activities, including job postings, interview coordination, candidate communication, and preparation of employment-related documents.
● Coordinate employee onboarding and offboarding processes and ensure all required documentation is properly completed.
● Maintain and update employee records, personnel files, employment contracts, and other HR-related documentation.
● Manage attendance, leave records, and other employee-related administrative matters.
● Coordinate monthly payroll information and employee benefits with the relevant internal or external parties.
● Handle statutory social insurance, health insurance, and unemployment insurance procedures in accordance with Vietnamese regulations.
● Coordinate annual employee health check-up programs.
● Support other HR administrative activities as required.
2. Office Administration
● Manage day-to-day office administration to ensure smooth and efficient office operations.
● Manage office supplies, stationery, cleaning services, procurement requests, and office asset maintenance.
● Coordinate with vendors and service providers, including obtaining quotations, arranging services, and following up on administrative matters.
● Arrange business travel, including air tickets, hotel accommodations, visas, transportation, and other travel-related requirements.
● Coordinate company meetings, internal activities, and company events when required.
● Maintain proper filing and documentation of administrative records, contracts, vendor documents, and other relevant documents.
● Coordinate with internal departments and external partners to ensure effective communication and operational support.
3. Sales Administration & Support
● Provide day-to-day administrative support to the Sales team.
● Prepare quotations, sales contracts, purchase/order-related documents, and other sales documentation.
● Process and monitor sales orders from receipt through delivery.
● Follow up on quotations, purchase orders, outstanding orders, and delivery status.
● Monitor inventory availability and coordinate with relevant departments to support order fulfillment.
● Coordinate with customers, the Sales team, Finance/Accounting, warehouse/logistics, and other relevant parties regarding orders, deliveries, invoices, and supporting documentation.
● Maintain accurate and up-to-date customer records and sales documentation.
● Prepare and update periodic sales reports, order tracking reports, and other reports as required.
● Ensure proper filing and maintenance of quotations, contracts, purchase orders, delivery documents, and other sales-related records.
● Assist in handling customer enquiries and provide administrative support for other sales-related activities when required.
4. Reporting & General Support
● Prepare periodic HR, administrative, and sales support reports as required.
● Maintain accurate and organized records and documentation across assigned functions.
● Support coordination among departments to ensure efficient day-to-day operations.
● Perform other duties as assigned by the Line Manager.