Tuyển dụng Finance and Office Administrator tại Hồ Chí Minh

Finance
The incumbent is responsible for supporting Finance matters of Geodis Warehouse and general office and human resources administration matters in Legrand Vietnam, including but not limited to HCMC and Hanoi offices.
Role Responsibilities
Role Summary
• Finance Arrangement
- Coordinate with Sales Admin to control on the Agreement with Customer including the rebate incentive
- Oversee customer overdue and follow up the payment with Salesperson
- Responsible for working with Team for Sample, Warranty and maintenance of products
- Create, send, and follow up of the invoices for Geodis items
- Perform data entry for financial transactions recording, following approval by the relating Finance Manager
- Maintain and improve an effective central filing and financial document filling system
- Update the Gross margin file - coordination with Factory Finance
• Representative Office's Accounting
- Petty cash: withdrawal from the bank; maintain register; secure storage, petty cash reconciliation
- Expenses claim, payments through the Bank: to be prepare the schedule and report to Finance Manager and Central Accounting Team.
- Liaise with banks on the payments and all related issues, including providing supporting information to banks, adding authorization signatory to banks when requested, etc
- Monthly expenses report for salary, all expenses to Finance Manager and Central Accounting Team
• Legal scope
- Update for changing of the legal (change the Legal representative, Chief Representative of Rep Office)
- Prepare all reports to local authorities: Covid situation, Statistic Report, Investment management report, etc.
• Any other related duties as and when required
• Office Stationery
- Arrange for technical service maintenance for printers and water dispensers on regular basis and when needed
- Monitor the use of office stationeries, replenish only when stocks run low, ensure no wastage or over-ordering
- Conduct regular reviews of vendors for office supplies (price/quality - 3 quotes)
- Responsible for all office stationery supplies, including printer toners and cartridges
• Office Pantry
- Ensure all refrigerators in the office are well-maintained at all times
- Conduct regular reviews of vendors (price/quality - 3 quotes)
- Monitor the consumption of biscuits and beverages, replenish only when stocks run low, ensure no wastage or over-ordering (especially the expiry date)
- Ensure water dispensers are maintained on a regular basis - change filter, etc.
- Responsible for office pantry supplies
• Travel Arrangements
- Responsible for the booking of accommodation in Vietnam for visitors as and when required by the Management (use of company appointed hotels as much as possible)
- Ensure all prices for flights and accommodation are at a reasonable cost with prior approval by the Management
- Support on visa application as and when needed
- Responsible for the co-ordination and booking of incoming and outgoing flights as and when needed
• Cleaning Administration
- ource for third party vendor when needed (e.g. when cleaner is on long leave)
- Assist in cleaning supply stock count on a regular basis
• Office Events
- Arrange / coordinate catering / decorations, etc. for Town Halls, Year-end, etc.
- Support CSR initiatives, e.g. voluntary charity activities
- Support in sourcing for vendors as and when needed (price/quality/duration - 3 quotes)
General Human Resources Administration
• Follow up on all training processes and forms - registration, attendance records, evaluation forms, certifications, etc.
• Administer employee leaves, time attendance, overtime and benefits record - weekly biometrics clocking, phones and fleet cards, etc.
• Administer employees' medical insurance plans in a timely manner - register new hires, deregister leavers, update employee's status, etc.
• Any other related duties as and when required
• Responsible for all Employee On-Boarding and Off-Boarding processes - new hire announcement, induction, IT/Office set-up, assets issuance and return, etc.
• Responsible for Legrand Vietnam offices maintenance and management - ensure restricted access and confidentiality at all times, exceptional will be upon the approval of the Country Manager, Vietnam
• Responsible for updating of employee's email account status (new/leavers) in accordance to the Group's standards, direct employees to eCare should there be any issues
• Ensure prompt and accurate update of Legrand Vietnam Organization Chart
Legrand Group-related
• Any other related duties as and when required
• Be professional and respectful at all times, maintaining strict confidentiality especially relating to company and employee related matters
• Be the IT Champion for Legrand Vietnam, sharing tips and resources to the team for a more efficient and effective work manner
• Responsible for the quarterly Active Directory update to the Group, ensuring employees' email accounts are updated in a timely manner via eCare
• Any other related duties as and when required Local Advocate
• Participate in Health & Safety activities, understand the importance of HSE and advocates to employee's day-to-day activities
• Advocate all company activities (including arranging/coordinating), create / foster positive relationships in the Company
• Administer CSR Roadmap - advocate for local communities' activities
• Responsible for the preparation and submission of Group HR reports in an accurate and timely-manner - Gender Diversity, Human Rights, etc.