Admin Officer

Job Description

Key Responsibility:

- In charge of booking airline tickets and hotels for departments traveling on business.

- Pay for business expenses, hotels and air tickets after departments go on business trips.

- In charge of purchasing and repairing some tools and equipment (printers, laptops, computers, cameras...) for offices, shops, warehouses and Marketing teams as required by BOD.

- Search, negotiate and establish contracts with suppliers, ensuring favorable terms and conditions. Find at least 3 price quotes from 3 suppliers as required by Accounting.

- Coordinate purchased products to shops

- Payment, monitoring and evaluation of services, Handling problems that arise with suppliers when necessary, fixed costs of shops: pest control, cleaning services.

- Monitor service Contract files, renew or find a new suppliers when the Contract expires.

- Evaluate supplier performance and conduct regular reviews to ensure compliance with agreements.

- Carrying out the work of applying for foreign visas, temporary residence registration, etc. for BOD and Company employees.

- Allocate, retrieve and manage uniforms for employees.

- Manage tools and samples in warehouse in the office. Manage inventory of office supplies and equipment and order new supplies when necessary.

- Regularly control and inventory the assets the department is monitoring (Offices, shops, warehouses).

- Plan and maintain old or damaged equipment.

- At the same time, it is also necessary to regularly monitor the status or replace equipment to ensure the company's operations.

- Monitor files of Service Contracts and House Rental Contracts for employees in Ho Tram, proactively renew when they expire.

- In charge of office cleaning tasks when needed, and other tasks arising at BOD's offices and rented houses

- Support Admin Team Leader in synthesizing documents when needing to apply for a license (food safety license).

- Responsible for translating documents as requested by BOD.

- Find new shop space to rent in Hanoi, Da Nang and HCM.

- Implement items to open new stores.

- In charge of HR organizing birthday parties and farewells as requested.

- Carry out tasks that arise during the day related to the job in charge.

- Prepare periodic reports on service costs being monitored at the VP, and chain of shops (pest control, cleaning services, tool repair, uniform costs, ...). Annually prepare a projected budget for the items and services being monitored.

- Prepare reports, presentations and other documents for executives as required.

- Organize and manage the storage system for important documents, records, department records and company confidential documents.