HR & Office Admin

Contact: Nhung Nguyen Le Hong
Reference: JO-1812-407840

JOB DESCRIPTION

We are a reputable investment firm in Vietnam. We make investments throughout Vietnam with on-going commitment on Integrity, Prudence, Professionalism and Shareholder value. We are looking for a qualified (General) Admin Officer to join our team. This role will be mainly responsible for office and administrative work and a minority work is clerical assistant to the CEO.
As we are a small-size company, this position is the single person in charge for administrative work at the Company and manages two drivers, one outsourced cleaner. This position reports to the Back Office and the CEO as a clerical assistant to CEO.
Specific duties and responsibilities are as follows:
ADMINISTRATIVE FUNTION (70% of time)
- Receptionist work: receive and greet guests to the office. Receive, sort and distribute incoming and outgoing mails and faxes to appropriate staff members in the office. Answer telephone calls, take messages and transfer calls to appropriate staff members. Arrange conference calls with overseas. Provide back-up materials for call backs or make calls to external entities/partners on senior staff requests/notes;
- Arrange excellent logistics to Boards/Shareholders meetings including identifying & scheduling meeting space, securing reservations, arranging refreshments, transportation as needed, issuing confirming notification to participants and binding presentation documents. Liaise with Boards/Shareholders' back office to maintain calendars and schedules to ensure accuracy and timeliness;
- Arrange logistics to ad-hoc meetings of investment team and working groups as required;
- Arrange Travel logistics for staff members: visa, flight or car booking, and hotel booking;
- Maintain high standards of working condition in office to ensure safety, comfortableness and cleanliness (deal with computers, office facilities and equipment, office supplies, cleaning, office decoration, green plants and flowers, etc.). Coordinate with outsourced IT company;
- Implement and monitor support services, including procurement of supplies, equipment and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements;
- Research, identify and work with competitive vendors for procurement of supplies, equipment and services; manage all office procurement contracts;
- Supervise office renovation, if any, and office maintenance and security;
- Responsible for car rental, car checking to ensure good condition of all cars rented; supervise the contractual driver and cleaning staff;
- Coordinate with staff on house rents, oversees all house rent contracts and related issues;
- Administer and organize company benefit programs, events and activities such as annual health check-up, health care activities, maternity, year-end party, outing trip and other team building activities, if any.
- Support in logistic matters for foreign employees, including arrangement for work permit, visa, resident card, house rent, school fees, etc. and related work with foreign members of the Board of Directors.
FINANCIAL WORK RELATED TO ADMINISTRATION (5% of time):
- Act as a Cashier as defined within the Company's internal regulations;
- Collect expense receipts/invoices/bills/payment requests from vendors related to
administrative work.
Personal/Clerical Assistant to CEO (20% of time)
- Act as a Clerical Assistant to CEO in helping him in administrative support, usually on a one-toone
basis, as follows:
*Manage and remind CEO's calendar and schedule, liaise with drivers, hotels, relevant clients,
individuals, etc. to arrange pickup, send-off, meetings and prepare/remind agendas; book
business air tickets and arrange all travels/trip logistics;
*Arrange and retrieve CEO's official expenditures and claims; Manage CEO's expenses versus
budget;
HR ASSISTANCE TO BACK OFICE DIRECTOR (5% of time):
- Follow up general reports such as attendance data, annual leave, overtime reports of staff, etc.
- Working with relevant authority for compulsory social and health insurance compliance.
- Follow-up additional medical care packages for Team;
- Assist in recruitment but very limited.
- Assist in write-up of HR and IT policies and procedures.
- Filing and maintenance of Admin-HR related documents. Assist in certain write-up.
- Other duties as assigned.

JOB REQUIREMENTS

- Age expected 30-40
- Minimum 4 years of work experience in general administration or secretary/personal
assistance to CEO, preferable with small-size foreign-invested companies. Experience in a
reputed professional service firm such as Big 5 auditing companies, legal firms or fund
managers or prior experience as an accountant is a big plus;
- Flexible, resourcefulness and highly dedicated to work;
- High attention to details and preciseness;
- Strong willingness to learn and strong integrity;
- Ability to work under high pressure when required, indepedently and work in a team. Ability
to work with high standard and highly demanding personnel;
- Ability to do multi-tasks and urgent/priority tasks;
- Fluent in use of Microsoft office including Outlook, Word, Excel, Power Point;