Receptionist cum Admin Executive
Publicis Groupe Vietnam | Ho Chi Minh City, Vietnam (On-site)
Company Description
Publicis Groupe, known for its world-renowned creativity, best-in-class technology, digital and consulting expertise, is the world's third-largest communications group. With more than 80,000 people across over 100 countries, the Groupe operates through four Solution Hubs: Creative (Publicis Communications), Media (Publicis Media), Digital Business Transformation (Publicis Sapient), and Health & Wellbeing (Publicis Health).
Job Description
This position plays a key role in ensuring a professional front-desk experience and smooth daily office operations. The role covers Receptionist (50%) and Administration (50%) responsibilities.
1. Receptionist (50%)
- Welcome guests and visitors professionally, ensuring a positive first impression of the company
- Maintain a tidy, organized, and professional reception and common area environment
- Act as a centralized contact point for employee requests related to office operations, including equipment, Grab/taxi arrangements, and general inquiries
- Handle incoming calls, deliveries, and correspondence logbook (letters, parcels, couriers)
- Coordinate with building management, technicians, and internal vendors to ensure office facilities operate smoothly
- Manage meeting room bookings, setup, and readiness for internal and external meetings
2. Administration (50%)
- Support the onboarding process by preparing workstations, office supplies, and welcoming new hires (including office orientation).
- Assist in organizing internal events, meetings, and office activities, including logistics, quotations, and vendor coordination.
- Maintain office supplies inventory and ensure availability of stationery and shared equipment.
- Handle administrative paperwork, including raising Purchase Orders (PO), processing invoices, and coordinating payments with Finance
- Perform other administrative and ad-hoc tasks as assigned by the Office Manager.
Qualifications
- Bachelor's degree, preferably in Office Administration, or related fields.
- At least 2 years of experience in a receptionist, administrative, or office support role.
- Strong communication and stakeholder management skills, with the ability to work effectively with internal teams, management, vendors, and external partners.
- Strong organizational and multitasking abilities with high attention to detail.
- Professional appearance, high level of discretion, and strong customer-service mindset.
- Proactive, adaptable, and comfortable working in a fast-paced agency environment.
Nice to have:
- Experience working in multinational companies or agency environments.
- Familiarity with basic procurement or finance processes (PO, invoices).
