Receptionist At Ha Noi Office

Be responsible for implementing administrative work a Hanoi Office (HNO) including but not limited to reception tasks (welcoming guests, managing switchboard…), arranging transportation for employees’ business trips, distributing supplies use/stationery, delivering mails, fresh flower/plant services, managing security, occupational safety and hygiene, maintenance/ repair/renovation of office.

ROLES & RESPONSIBILITIES

1. Execute the assigned routine and basic tasks of the work area following defined and established procedures, including:

1.1. Reception work:

- Welcome and guide guests coming for business purpose.

- Manage, issue/revoke access cards, elevator cards, parking cards, etc., for employees/visitors coming to work at the Hanoi office.

- Receive/transfer phone calls and guests’ information to the relevant staff.

- Support to order fresh flowers for conference, congratulations, condolence departments ‘request.

- Manage, ensure security and hygiene conditions for the reception area.

1.2. Transportation arrangement for employees on business trips:

- Booking, changing, and refunding airline tickets for employees on business trips

- Arrange transportations (car, taxi, grab) for employees on business trips.

- Monitor, remind, and retrieve taxi vouchers issued to users.

1.3. Stationery

- Order and distribute stationery for Departments and common office areas.

- Follow using status, expenses of stationery in HNO.

1.4. Mail/Goods:

- Receive and send domestic and international letters/goods.

- Check expenses and divide domestic mailing fees

1.5. Office management

- Monitor contracts, book and pay for green plants, fresh flowers, and office drinking water

- Monitor and pay related costs including telephone switchboard, office rental, utilities, and other items under your management…

- Monitor the renewal/adjustment of Office lease contracts and related utilities

- Manage and monitor the repair and maintenance of equipment, machinery... in the office

- Manage, monitor, and update the list of equipment/assets belonging to the Administrative Management Department located at Hanoi Office

- Manage and update the office's internal phone number when there is a change in the organizational chart

- Management and timekeeping of cleaning staff

- Carry out notification and support of GA activities (hygiene, mourning, etc.)

1.6. Safety - Hygiene for the office

- Follow, check the status of fire-fighting equipment and periodic maintenance in accordance with law.

- Plan and implement periodic environmental and insecticidal tests; implement procedures to pay related costs.

- Patrol, make reports on safety results periodically.

- Manage, check buying, supplying drugs and medical devices.

- Deploy other activities of OSH & ENV Committees

1.7. Others

- Follow, estimate, control related expenses, and ensure the proper use of the budget for the activities in own area of accountability.

- Support to implement other activities of the Company under the directions of GA Department Managers.

2. Complete assigned tasks within required timeframes and procure results as expected.

3. Obtain the cooperation of others in the team to complete assigned tasks.

4. Understand General Affairs & Risk Management Section’s target.

Yêu cầu công việc

• Bachelor's degree in administrative management/ business administration/ English language or related fields.

• Be proficient in English and Microsoft Office.

• Communicate clearly and politely and coordinate effectively with stakeholders

• Proactively handle common situations promptly and appropriately.

• At least 1 year of experience in the same position, experienced in handling multitasking

Quyền lợi

• Thưởng: Competitive salary, bonuses, and benefits (annual salary increase, 13th-month salary, Tet bonus, holiday bonus, vacation, wedding and maternity allowances, etc.).
• Đào tạo: Opportunities for professional and skill development training.
  Clear career development path.
• Căn-tin: Lunch allowances.