Receptionist & Admin Officer (2 Positions)
Position Circumstances
- Career Category: Business Administration, HR
- Schedule:Full-time
- Salary: Negotiable
Department: HR
Reports to: HR Manager
Job Purpose
The Receptionist & Admin Officer ensures smooth running of our company’s offices and contributes to driving sustainable growth. Undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.
Duties & Responsibilities:
- Accountabilities
- Receptionist (10%)
- Key activity
- Welcome guests with a positive, helpful attitude as soon as they arrive at the office, direct guests to the appropriate person and office
- Handle incoming and outgoing calls (oversea calls) with standard etiquettes, professional manner, and routing calls as necessary: answering, forwarding, and screening phone calls
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Monitor meeting room reservations; manage and arrange meetings rooms neatly included the facilities; coordinate with clean lady to prepare logistics
- Receive, sort and distribute daily mail/deliveries
- Maintain office security by following safety procedures and controlling access via the reception desk
- Result
- Ensure the high service quality at front desk without serious complaint
- Business Trip Support (30%)
- Key activity
- Work with several suppliers to deliver great services related to transportation, flight ticket and accommodation to employees (not including expat, managers/directors who have their own assistants)
- Follow up and accomplish payment process with the suppliers.
- Manage & arrange office car for office employees
- Manage office drivers, check invoice/receipt/payment documents for drivers before they submit to Accounting Department
- Work with car/bus suppliers in case the company has demand
- Work with taxi suppliers to have good contract price and good service
- Manage fuel cards (provide, collect, monitor, and make payment for the suppliers)
- Result
- Employees are supported for their business trip about administration fully
- Office Admin (60%)
- Key activity
- Manage the office locker
- Order, provide and manage stock of stationery and make payments for suppliers
- Order and manage water and other stuff in the pantry and make payments for suppliers
- Manage the trees in office, work with clean lady to make sure the trees always in good condition
- Organize the events which held in office as well as to be creative/have ideas for those events
- Arrange admin kit for newcomers: stationary, parking & building-entry card, face identification, locker, taxi card (if required), business card (if required), sim card (if required)
- Prepare monthly payment operating cost related to admin factory and Office
- Manage catering operation
- Result
- Equip fully
- Key contact
- Internal
- Company Employees
- Drivers
- Clean lady
- External
- Guest
- Suppliers
- Clean lady
Expected Profile of Candidates
Languages:
- English - Fluent
Qualifications:
- Bachelor's Degree in business administration, Human Resources or management
Work History:
- Working experience in Administration at multi-national companies for 2 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Able to use Ms Office (Outlook, Excel, Word)
Soft Skills
- Good customer service skills
- Good communication skills
- Team spirit mindset
- Able to handle multitask and have quick response
- Proficiency in English (speaking & listening skills)
- Open-minded
- Willing to learn
- Good-looking
- Work comfortable under pressure and attention to detail
- Enthusiastic, dynamic, and well organized
