Admins cum Receptionist

A. Reception & Front Office Management (25%)

• Welcome visitors, customers and business partners in a courteous and professional manner; record visitor details where required and notify the relevant people.
• Handle incoming calls and general enquiries, provide basic information and direct calls or messages to the appropriate employees.
• Coordinate meeting-room bookings and prepare rooms, refreshments and basic equipment before meetings.
• Maintain the reception, waiting area and shared spaces in a clean, orderly and professional condition.
• Coordinate visitor access and front-office matters with building management in accordance with office procedures.

B. Office Administration & Facilities Management (50%)

• Coordinate day-to-day administrative operations of the HCMC office to ensure a smooth and effective working environment for employees across functions.
• Monitor the condition of office facilities, furniture and equipment; report defects and coordinate routine maintenance or repairs with the relevant internal team or service provider.
• Liaise with building management and approved service providers on routine office matters, including cleaning, internet, utilities, air-conditioning, access cards and other facility services.
• Manage routine office supplies, pantry items and consumables; monitor stock levels and arrange replenishment within approved budgets and procurement procedures.
• Arrange taxi bookings/cards, courier services and other routine logistics in accordance with company procedures.
• Monitor routine administrative expenses; check supporting documents, prepare payment requests and follow up payment status. Escalate unusual or out-of-budget expenses for approval.
• Track service issues and routine service/maintenance timelines; promptly report matters requiring contract decisions, major purchases or budget approval to HROS.
• Monitor office cleanliness and basic workplace safety; follow office emergency, fire-safety and evacuation procedures and report incidents promptly.
• Coordinate office opening and closing arrangements, including checking common areas and equipment, in accordance with company procedures.
• Provide day-to-day administrative and logistical support to employees working from or visiting the HCMC office.

C. HR Administrative Support (10%)

• Provide administrative support for recruitment activities, including interview scheduling, candidate reception and meeting arrangements, as requested by line manager.
• Prepare onboarding materials and assist with new-hire administration, including collection of required documents, access coordination and initial office orientation.
• Support offboarding administration by coordinating the return of company assets and relevant documents in accordance with HR instructions.
• Maintain and file HR and administrative records assigned by HROS; handle employee information and documents confidentially.
• Assist HR with internal communications, employee engagement activities and other HR initiatives when required, 

D. Reporting & Coordination (10%)

• Maintain an administrative request log and follow up outstanding requests to ensure timely handling or escalation.
• Prepare periodic updates on office administration, routine expenses, supplies and facility issues as requested by HROS.
• Coordinate with employees and relevant functions to resolve routine office matters; escalate decisions outside the role's authority to HROS.
• Perform other related administrative or HR support duties assigned by HROS, provided they are consistent with the nature and level of the position.

Education & Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Ad-ministration, Foreign Languages or related fields. 

Skills & Competencies

• Good communication skills in Vietnamese and English, both verbal and written, sufficient for routine workplace communication and email corre-spondence.
• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint and Outlook; able to maintain simple tracking records and expense summaries.
• Professional communication, service orientation, organization and time management, attention to detail, problem-solving, initiative and ability to work independently.
• Integrity, reliability, discretion and ability to handle confidential information.

Experience

• Preferably 2–3 years of experience in reception, office administration or general administration

Other Requirements

• Willing to work at the Dong Nai office for a 2-month training period.
• Shuttle bus transportation to Dong Nai will be provided during the 2-month training period.