RECEPTIONIST cum HR ADMIN EXECUTIVE

PURPOSE AND SCOPE OF ROLE

The Receptionist & HR Admin Executive is responsible for supporting daily HR administration and reception functions at the Head Office. The role ensures employment documentation, employee records, onboarding administration, attendance tracking and office coordination are handled accurately and in a timely manner. The position also supports recruitment administration, induction activities and general office administration to ensure smooth internal operations.

RESPONSIBILITIES & TASKS

Reception

• Receive, answer and transfer phone calls and handle incoming and outgoing mails, courier packages and office correspondence.

• Welcome guests and visitors and arrange welcome drinks when required.

• Maintain a professional reception area and ensure visitors are properly attended to.

Recruitment

• Post job advertisements, collect CVs and arrange interview schedules for recruitment activities.

• Receive and screen applicants files and transfer suitable applications to HR Supervisor for further review.

• Inform applicants of interview schedules and recruitment updates when required.

• Maintain recruitment tracking records and candidate documentation.

Onboarding & Induction

• Prepare employment contracts, onboarding documents and employee profile files for new hires at the Head Office.

• Prepare offer letters and other onboarding documents as instructed by HR Supervisor.

• Organize and conduct company induction programs to introduce company policies, procedures and working guidelines to new employees.

• Coordinate with departments to prepare workstations, system access, staff ID/access cards, parking registration and necessary equipment for new employees.

• Inform IT and relevant departments of onboarding and offboarding arrangements and update the master employee list and email distribution groups.

HR Documentation & Employee Records

• Prepare HR administrative documents including employment contracts, contract appendices, probation confirmation letters, employee status change letters and other HR forms.

• Handle HR documentation related to job changes, working hour changes, contract renewals and other employee status updates for Head Office employees.

• Maintain employee records, HR database and personnel files to ensure all documents are complete, accurate and properly organized.

• Ensure proper filing, storage and retrieval of HR documentation and employee records in accordance with company procedures.

• Support HR Supervisor in maintaining documentation standards and updating employee records when required.

Attendance, Leave & Payroll Support

• Track employee attendance, leave records and prepare HR data required for payroll processing.

• Configure and update fingerprint attendance records and maintain timekeeping data.

• Collect leave forms, monitor working schedules, update the working calendar and follow up on work from home schedules.

• Announce public holidays and other work schedule updates to employees when required.

• Prepare monthly leave reports, attendance reports and check in – check out reports for submission to HR Supervisor and HR & Admin Manager.

• Stay updated on local labor law changes and report relevant updates to HR Supervisor when required.

Administrative

• Set up meeting rooms and audio-visual equipment for meetings, conferences and internal events based on booking requests.

• Handle monthly orders and distribution of stationery for the Head Office.

• Process payments for electricity, water, telecommunications and other office related expenses.

• Compile expense reports on assets, office facilities, equipment and stationery.

• Support general office coordination and administrative tasks to ensure smooth office operations.

Other tasks

• Perform other HR and administrative tasks assigned by the HR Supervisor or HR & Admin Manager when required.

QUALIFICATIONS AND KNOWLEDGE

• Tertiary studies in social sciences

• Certificate in office applications

• Knowledge of administration, tourism

EXPERIENCE

• Minimum 2 years in a similar role

SKILLS

• Good – Written and spoken Vietnamese

• Good - Written and spoken English

• Good - MS Office (Excel, Word, PowerPoint)

• Good – Communication

• Good - Negotiation