Receptionist cum Admin

Job Description

GREETING AND WELCOMING (25%)

• Welcome and guide customers, partners, and candidates visiting the company office to the correct person and department.
• Receive and answer phone calls, and direct calls to the customer service hotline or relevant departments.
• Ensure the reception area is always tidy, organized, and professional.
• Maintain and manage office equipment (projectors, printers, etc.), and ensure the quality of fresh flowers at the reception desk.
• Ensure security and safety in the reception area with proper procedures and access control.

MEETING ROOM MANAGEMENT (15%)

• Manage and coordinate meeting rooms.
• Ensure meeting room facilities and equipment are always in good condition.
• Prepare weekly important meetings for the Board of Directors (BOD).

COURIER SERVICE MANAGEMENT (15%)

• Manage, arrange, store, and handle incoming and outgoing mail according to company regulations.
• Receive courier service requests from departments and coordinate with suitable contractors.
• Manage courier contractors and process monthly payment documents.
• Manage and monitor the company's courier service costs.

TRANSPORTATION SERVICE MANAGEMENT (GRAB, TAXI) (15%)

• Work directly with service providers: Grab, Taxi Mai Linh, Taxi Vinasun. Ensure continuous service usage.
• Manage and monitor monthly Grab and Taxi usage costs for departments.
• Process monthly payment documents.

VEHICLE AND DRIVER MANAGEMENT (10%)

• Arrange schedules and coordinate internal company vehicles for employee use.
• Track and provide fuel vouchers for company drivers weekly and monthly.
• Coordinate with the company’s driver team, handle issues related to fuel, maintenance, and essential office supplies for vehicles.

BUILDING COORDINATION (10%)

• Manage the communication system between the company and the building.
• Ensure information reception from the building to send notifications to the entire company.
• Make and send support requests to the building.
• Manage the access card list and employee parking list at the building.

OTHERS (10%)

• Plan, coordinate with the Admin Team to come up with ideas and decorate the office.
• Support the HR department in organizing internal events.
• Other tasks assigned by Line Managers.

Job Requirement

• Experience as a Receptionist in companies or 4-5 star hotels.
• Gender: Male or Female, good-looking, professional demeanor.
• Ability to communicate professionally and work with customers and suppliers.
• Careful, honest, self-reliant, and proactive.
• Good problem-solving skills.
• Ability to organize work and multitask.
• Supportive and team-oriented spirit.
• Proficient in using Microsoft Office (Word, Excel, PowerPoint) and other software.