Job description
Role Description: This is a full-time, 8-month contract on-site Admin Officer cum Receptionist role based in HCM. The role involves managing reception duties, including greeting visitors, answering phone calls, and directing inquiries to the appropriate team members. The Admin Officer cum Receptionist will handle general administrative tasks such as document preparation, filing, data entry, and coordination of meetings and appointments. The role also includes supporting office operations, maintaining office supplies, and ensuring a professional and welcoming front desk environment. The position requires close collaboration with internal teams to support daily office activities and provide excellent customer and visitor service.
Main Duties:
- Answer telephone, take and distribute to departments
- Receive and file/ handover incoming letters, documents
- Supply and manage office equipment, stationery to office, pantry utilities
- Schedule meeting if any; car arrangement for office use
- Welcome/Receive visitors relating to work
- Pay attention to meeting rooms, reception, working area & pantry are to be kept clean, tidy, on time
- Manage the onboarding logistics and equipment provisioning for newcomers (Face ID/fingerprint setup, parking/elevator badges, stationery, corporate taxi accounts, SIM cards, etc.)
- Manage and searching the competitive supplier list regarding typical items for office use and logistical costs
- Agenda management: booking, travels, meeting, arrange air-ticket, hotel, car for guests or office members, sales team etc
- Manage and control departmental travel and entertainment expenses
- Control and manage office expense, electricity, parking, logistic support for office staff;
- Ensure timely and accurate payment of fixed office expenses and arising logistical costs (travel, accommodation, courier services, etc.)
- Document filing, copy, translate as required;
- Liaise with the authority/or any other organization for submission of visa, temporary residence card, work permit, legalized document, etc
- Manage and allocate uniforms to employees
- Execute and coordinate employee welfare programs: including annual health check-ups, holiday gifts, New Year lucky money, and the Year-End Party, Health Talk
- Performs other related duties as assigned
Qualifications:
- University Graduated
- At least 1 years experienced in the same position
- Proficient in MS Office; basic skills in photo and video editing software (Canva, CapCut...); familiarity with AI tools for work is an advantage
- Good command of spoken and written English
- Experience on visa, work permit is an advantage
- Experience on arranging documents
- Good communication skills, good manner on dealing with the client and/or authority
- Pay attention to details and accuracy
- Proactive, honest, self-motivated, disciplines, performance driven and able to work in a team
