THE ROLE
To ensure smooth daily office operations by managing front desk activities and providing administrative support, while maintaining a professional and welcoming environment for both internal and external stakeholders.
WORK RELATIONSHIP
- Internal: All employees within CMA CGM Vietnam
- External: Visitor, customers, building management, vendors, contractor.
RESPONSIBILITIES
1.Reception & Front Desk Management
- Handle incoming calls, screen and direct inquiries to relevant departments.
- Welcome and assist visitors in a professional and courteous manner.
- Maintain the reception area to ensure it is clean, organized, and presentable at all times.
- Manage incoming and outgoing mail, courier services, and deliveries.
2.Office Administration
- Monitor and manage office supply inventory, including stationery, drinking water, and pantry items (e.g., coffee, milk, utensils).
- Coordinate procurement of office supplies and refreshments with vendors (e.g., Coop supermarket).
- Ensure timely and accurate processing of payments for administrative services in compliance with contract terms (e.g., cleaning, courier, office supplies, refreshments).
- Track contract validity and initiate renewal processes at least three months prior to expiration.
- Coordinate office maintenance and repair work with building management (building's technicians) to ensure smooth operations.
- Supervise and remind cleaning staff to maintain cleanliness and proper setup of meeting rooms and common areas.
- Set up workstations and necessary facilities for new employees.
- Support general administrative tasks as assigned by the Admin Manager.
QUALIFICATIONS AND PROFILE
- Education: Bachelor's degree
- Minimum 1 year of relevant experience
- Communication: Clear and professional verbal and written communication
- Customer Service: Friendly, approachable, and service-oriented mindset
- Organization: Strong attention to detail and ability to multitask
- Teamwork: Good team spirit with a high level of accountability
- Problem-Solving: Ability to handle issues proactively and efficiently
- Compliance: Adherence to company policies and procedures
