Receptionist At Ho Chi Minh Office

Be responsible for implementing administrative work at the Ho Chi Minh Office (HCMO) including but not limited to the receptionist (welcoming guests, managing switchboard…), arranging transportation for employees’ business trips, distributing stationery, delivering mails, fresh flower/plant services, manage security at reception area ...

ROLE AND 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.

- Set up, issue/collect employees/visitors’ cards when required.

- 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:

- Book, change, and cancel air-ticket for employees on business trips.

- Follow redeem reward points and make payment for air- ticket- related expenses.

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

- Create a monitoring list to track, remind users about, and recall issued Taxi tickets.

1.3. Stationery:

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

- Monitor and report on the status and expenses of stationery supplies in the HCMO

1.4. Mail/Goods:

- Handle the receipt and shipment of all mail and goods, both domestic and international

- Handle internal correspondence among HCM office, Bien Hoa and Long Thanh factories.

- Execute and track payments for international courier services (e.g., TNT, FedEx)

- Verify and allocate domestic mailing costs among relevant parties.

1.5. Office management

- Follow contracts, make payment and order for services such as plants, fresh flowers, drinking water.

- Follow, carry out payment for related expenses such as telephone, office lease, utilities, and other items under your management…

- Follow and update extension list of the HCMO when there is any change in the organization chart.

- Manage and take care of display shelves and products in Reception area and General Director room.

- Inform and support for monthly activities in office (funeral, cleaning….)

1.6. Other jobs

- 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’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.