Admin Executive (7 months Contract)

Alchemy Asia is Southeast Asia's leading independent premium spirits distribution company

with an exclusive brand portfolio across a number of Southeast Asian markets for iconic

international spirit companies including The Edrington Group (The Macallan, No.3 Gin, Highland

Park); Remy Cointreau (Cointreau, Remy Martin, Louis XIII); Campari Group (Campari, Aperol,

Wild Turkey, Skyy, Bulldog); Proximo (Jose Cuervo, 1800, Bushmills, Kraken); Jägermeister. We

also feature Asia Pacific's most awarded craft gin brands including Lady Trieu and Four Pillars.

We are a privately held group and maintain on the ground operations across Vietnam, Thailand,

Cambodia, Myanmar, and Laos, with our headquarters in Ho Chi Minh City, Vietnam.

Discover more about us at www.alchemy-asia.com.

For a rewarding career, get in touch at [Confidential Information].

POSITION DESCRIPTION

Title: Administration Executive

Reporting To: Group HR Manager

Location: An Khanh Ward, Ho Chi Minh

Working time: Mon – Fri from 9AM – 6PM

Work closely with the Admin cum Receptionist to ensure smooth daily office operations.

RESPONSIBILITIES

Reception & Front Office

• Answer and transfer incoming telephone calls professionally in both English and Vietnamese.

• Welcome visitors, customers and business partners in a professional, friendly and courteous

manner.

• Ensure the reception area, meeting rooms and common areas are clean, tidy and

presentable at all times.

• Ensure continuous reception coverage during office operating hours (08:00 AM – 06:00 PM),

including lunch breaks.

• Coordinate cleaning services to maintain office cleanliness and workplace hygiene

standards.

• Handle general office enquiries and provide administrative assistance to internal

departments when required.

Office Administration

• Handle daily administrative requests, enquiries and correspondence in a timely and

professional manner.

• Prepare payment requests and supporting documents, coordinate with suppliers and the

Finance team, and maintain accurate payment records.

• Manage administrative contracts, monitor contract expiry dates, coordinate renewals and

maintain proper contract documentation.

• Source vendors, obtain quotations, prepare price comparisons and coordinate the

procurement of office supplies and administrative services.

• Manage office utilities, including electricity, water, internet, telephone and other facilityrelated services.

• Purchase and maintain office supplies, stationery, pantry items, drinking water, packaging

materials, sales support materials and other office consumables.

• Coordinate with IT, printer vendors and maintenance service providers to ensure office

equipment, facilities and air-conditioning systems are properly maintained.

• Manage incoming and outgoing mail, courier services, meeting room reservations, office

access cards, office keys and motorbike parking arrangements.

• Coordinate office decoration, flowers and workplace arrangements as required.

• Maintain office assets and coordinate periodic inventory of administrative assets and

supplies.

• Coordinate administrative arrangements for new employees, including name cards,

welcome gifts and onboarding logistics.

• Coordinate office relocation, renovation and workplace improvement projects as assigned.

• Maintain proper filing and documentation of all administrative records and contracts.

• Perform any other duties assigned by the Group HR Manager or the Board of Directors.

QUALIFICATIONS & EXPERIENCE

• Bachelor's Degree or College Diploma in Business Administration, English or a related

discipline.

• Have 6 months –3 years of experience in Administration, Office Management or a related field.

• Experience in office administration, vendor coordination and facilities management is

preferred.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint and Outlook).

• Good command of spoken and written English.

• Strong organizational, coordination and time management skills.

• Service-oriented with excellent communication and interpersonal skills.

• Able to work independently, manage multiple priorities and pay close attention to detail.

• Positive attitude, proactive mindset and willingness to take ownership of responsibilities.