Office Administrative Assistant

Job Purpose:
As a part of Admin division, your main missions consist of:
To implement operations, policies and processes regarding office management;
To support the whole OA team and having an ear for listening our staff's idea and request;
To maintain office daily services, assist company activities, events, contribute to create a good working environment for staff and keep a good image of the studio inside;.
Main Responsibility:
General Office Management:
Reception
+Greet visitors and direct them to appropriate staff; answer incoming phone calls and transfer them to relevant staff;
+Prepare distribution the incoming and outgoing mails;
+Ensure the good condition and delivery of our consumable items (water, coffee machine, medicine chests in the studio);
+Coordinate the whole process of ordering overtime food;
+Advise to improve the office area, especially the common space;
+Manage the office supplies / stationeries stock and order;
+Prepare the phone and taxi voucher and track the taxi card usage;
+Coordinate your work with your Tea Lady, to manage the area and assets
Office Management
+Support by coordinating our needs/request for the maintenance, office equipment, office assets and facilities such as: electricity, machines, office furniture, facilities, air conditioners; meeting rooms, etc.;
+Support on OM team for business trips;
+Support to the Operative OM team by liaising with the building management, for facilities such as parking access, lift form for service and delivery, toilet maintenance etc.;
+Support about Team building's process, Entertainment Allowance, Extra Insurance claim;
+Maintain records for office space and office map;
+Coordinate the issuance of office assets for staff and visitors (access cards, printing name cards and standee, mugs, keys...);
+Monthly maintain an updated repertory list of vendors and general contacts.
2. Other Tasks:
Support on logistic for the company events, activities, contests, clubs as required;
Follow up office contracts such as the insurance, rental contacts, etc.;
Prepare the payment requests, scan invoices, record the monthly payments;
Advise the management on changes or solutions to improve the office management when necessary;
Support on OM team for other tasks, upon the actual adaption and readiness of the job holder;
Assist on reporting process;
Perform other ad hoc tasks as needed.