Office Manager

Indian Business Chamber in Vietnam (INCHAM - Hanoi) is a Non-Profit organization, licensed and established in January 1999 with the objective to strengthen ties of Indian Businesses with the Vietnamese authorities for promoting 'Economic and Business' relations between Vietnam and India and also to be the focal point of the Indian Community in Vietnam. INCHAM - Hanoi established its Chapter in the capital city of Hanoi in 1999 to further widen and strengthen its presence in Vietnam. The chamber primarily endeavors to play an active role in promoting the two-way trade between the two countries.
Act as conduit between the BOG and the Incham members and other internal and external stakeholders
Assist the BDM & BOGs to include problem solving, planning and facilitation of programs, monthly events and other major events.
Ensure accurate and timely entry of events on Chamber calendar and schedule invitations Manage daily administrative operations, including membership processing, recording and organizing event sponsor and vendor registration into Google Docs and physical folders and filing.
Manage information flow of different stakeholders on behalf of Incham Office bearers in a timely and accurate manner
Support the Management committee in composing of correspondence, presentations, complaints & Queries.
Coordinate with vendors and other stakeholders for supplies and materials ahead of events
Record the inventory of supplies, vouchers, gifts and other materials, etc. on monthly basis and report to the BOGs.
Organizing socio - cultural events, conferences in a professional manner
Follow-up with existing members for timely renewals & keep tap for new membership drive
Up keeping of the office belongings & maintaining the aesthetics of the office
Purchasing office supplies, equipment, and maintaining proper stock levels, timely subscription renewals.
To send Birthday wishes to all members
To be attentive during the meeting and prepare meeting minutes in the set Incham format and maintain Attendance Register for the BoG
Work on discount outlet program
Marketing and Communications:
Monitor daily and update website content on weekly basis
Assemble and create event invitation and reminders, email communications and newsletters to chamber members according to schedule; and manage email contact list.
Seek approval from Executive Director for all events and emails before they are scheduled to be sent.
Manage and Update Social media (Facebook/ Zalo/ LinkedIn / Twitter/ Instagram/ WhatsApp group) as per the communication work instructions.
Prepare Incham Quarterly newsletter and directory
Financial Management
Preparing the monthly expense & revenue statement for the Chamber
Ensure that all items are invoiced and paid on time
Support the Treasurer & the Accounting agency in the finalizing the Quarterly/ Annual Accounts
Follow up regularly for the receivable and ensure that the same is collected within the proper time as advised by Office Bearers
Responsible for making bank deposits.
Quality Control
Organizing meetings as per SOPs.
Follow SOP for all Incham socio - economic events
Upkeep of the IT system & data base and save all key information, documents, contracts on the IT system