Admin Staff

I. GENERAL INFORMATION

- Hiring position: Admin Staff

- Working time: 8h30 AM to 17h30 PM from Monday to Saturday, 2 Saturday off/month.

- Woking place: PVI Tower, Pham Van Bach street, Cầu Giấy, Hà Nội

- Job summary: The Administrative Officer plays a pivotal role in ensuring the smooth and efficient operation of the company's administrative functions. This position encompasses a wide range of responsibilities, from managing daily office needs and facilities to supporting various departmental operations and facilitating company-wide administrative processes.

II. JOB DESCRIPTION

I. Office Operations & Facilities Management:

- Oversee the procurement, inventory, and distribution of all office supplies, stationery, and general consumables (e.g., pantry items, cleaning supplies) across various office locations, ensuring cost-effectiveness and timely availability.

- Manage office cleaning schedules, monitor cleanliness standards, and coordinate minor repairs and maintenance for office equipment and facilities.

- Maintain a comprehensive company asset register, track asset allocation and movement, manage asset handover processes, conduct periodic inventories, and apply asset tags.

II. Travel & Accommodation Management:

- Manage company vehicle bookings, optimize travel routes for cost efficiency, coordinate with external drivers/rental services, and process employee travel reimbursements.

- Arrange hotel and serviced apartment bookings for employees and visitors, ensuring alignment with company policy and budget, and facilitating payment processes.

- Handle flight reservations for employees, including verifying travel details, processing payments, issuing tickets, and coordinating with the accounting department for invoices.

- Facilitate visa and work permit applications for foreign employees, liaising with external service providers as needed.

III. Financial & Procurement Support:

- Monitor and track daily and monthly recurring administrative expenses, verify invoices from suppliers, resolve discrepancies, and ensure timely payment processing.

- Consolidate and verify monthly payment requests from various departments, facilitate the approval process with senior management, and prepare expenditure reports.

- Manage general purchasing activities for various departments, including price sourcing, obtaining necessary approvals, executing purchases, and overseeing asset delivery and handover.

IV. Employee & Information Support:

- Manage company dormitory facilities (if applicable), including lease agreements, room allocation, utility payments, and temporary residency registration for international staff.

- Ensure timely mobile phone top-ups for international employees, particularly for pre-paid services.

- Administer user accounts and access permissions for the company's shared drive, provide basic user support, and coordinate with IT for technical issues.

- Coordinate inbound and outbound courier services for documents and packages, reconcile monthly usage, and facilitate payment processes.

- Arrange refreshments and provide hospitality for scheduled office visitors.

- Conduct initial administrative orientation for new employees, covering basic company policies and operational procedures.

- Translate documents or provide interpretation when needed (not on a regular basis)

V. Recruitment task:

- Provide administrative support during the recruitment process, including scheduling interviews, preparing meeting rooms, welcoming candidates, and managing initial candidate documentation.

- Coordinate with the Human Resources department to ensure a smooth and efficient recruitment workflow.

Yêu cầu công việc

III. JOB REQUIREMENT

- At least 1 year experience at same position (Ready to be trained for unexperience parts);

- Excellent Chinese communication skills;

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint);

- Strong organizational and time management skills with the ability to prioritize multiple tasks effectively;

- Preferred: Candidates with experience in content creation, short-form video production, and managing company fan pages and social media channels.

- Bachelor's degree in Business Administration, Office Management, or a related field;

- Be ready for business trip in need

IV. BENIFITS

1. Salary rank: Up to 18 mil (Gross)

2. Other benifits

- Annual 13th salary; Social insurance on full salary; Bonus on peak season; Bonus for outstanding staff; Bonus on Viet Nam public holidays; Bonus on talent recommendation; Bonus on special days: Birthday, women day, Mid-autumn day, Lunar New year day (Gift and cash)

- Allowance: Lunch, Dinner, business trip, telephone, gasoline…

- Annual teambuilding; Annual salary review; Annual health check up; Working in high class office

Quyền lợi

• Thưởng: Annual 13th salary; Bonus on peak season; Bonus for outstanding staff; Bonus on Viet Nam public holidays; Bonus on talent recommendation; Bonus on special days: Birthday, women day, Mid-autumn day, Lunar New year day
• Chăm sóc sức khoẻ: Social insurance on full salary; Annual health check up
• Hoạt động nhóm: Annual teambuilding; Annual salary review; Working in high class office
• Khác: Allowance: Lunch, Dinner, business trip, telephone, gasoline…