Senior Executive – Admin

• Receptionist Duties:
• Greet and assist visitors at the Hanoi Office; offer refreshments and direct them to appropriate departments;
• Handle incoming and outgoing company mail and parcels, ensuring all items are dispatched by 16:00 daily. Separate personal from company mail/parcels, and manage billings for deliveries as per business unit plans;
• Archivist:
• Manage the stamping and storage of documents at the Hanoi Office, ensuring accuracy and completeness;
• General Administrative and Logistics Support:
• Manage logistics for worshiping ceremonies and public holidays within budget and quality expectations;
• Oversee catering services in the office, including procurement and management of the office pantry budget, ensuring cost-effectiveness and compliance with norms;
• Support company events and external relations, including floral arrangements, gift distribution, guest receptions, and organizing internal and external meetings and events;
• Coordinate logistics for business trips, including booking flights, hotels, transportation, and managing expense payments, focusing on timeliness, accuracy, and budget savings;
• Organize and manage logistics for executive board meetings, company events, and special requests, ensuring thoroughness and cost efficiency;
• Facilitate recreational and wellness activities for employees as requested;
• Handle registrations and allocation of resources such as stationery and business cards, ensuring employees are well-equipped;
• Facilities Management:
• Assist with control and payment of office building plans;
• Manage office space arrangements and maintain office facilities, ensuring a neat, clean, and functional environment;
• Oversee daily checks of facility systems and manage maintenance and repairs as needed;
• Coordinate with vendors for office services like cleaning, plant maintenance, and water supply;
• Liaise with building management and relevant authorities regarding facility services;
• Asset Management:
• Manage the intake and dispatch of assets;
• Coordinate purchasing, repairs, and augmentation of assets;
• Partner with vendors for periodic asset inventories and oversee asset liquidation as required;
• Plan and manage payments for expenses related to administrative duties;
• Prepare weekly and monthly reports for management review;
• Undertake other tasks as assigned by management.

What you will need

• Minimum Qualifications:
• Bachelor’s degree in Administration, Law, Accounting, or a related field.
• Experience:
• At least 3 years of experience in a similar role;
• Required Skills:
• Excellent communication and problem-solving skills;
• Proficiency in English with a TOEIC score of 550 or equivalent;
• Proactive and resourceful approach to unexpected challenges;
• Strong organizational skills and meticulous attention to detail;
• Ability to multitask and manage time effectively;
• Collaborative team player;
• Personal Attributes:
• Attention to detail and thoroughness;
• Strong customer service orientation;
• Professional demeanor and conduct;
• Proficient in Microsoft Office applications;
• Ability to work under pressure and maintain enthusiasm.