Administration Executive

Reception

Responsibilities:Reception & Front Office

Answer and transfer incoming telephone calls professionally in both English and Vietnamese.

Welcome visitors, customers and business partners in a professional, friendly and courteous manner.

Ensure the reception area, meeting rooms and common areas are clean, tidy and presentable at all times.

Ensure continuous reception coverage during office operating hours (08:00 AM – 06:00 PM), including lunch breaks.

Coordinate cleaning services to maintain office cleanliness and workplace hygiene standards.

Handle general office enquiries and provide administrative assistance to internal departments when required. Office Administration

Handle daily administrative requests, enquiries and correspondence in a timely and professional manner.

Prepare payment requests and supporting documents, coordinate with suppliers and the Finance team, and maintain accurate payment records.

Manage administrative contracts, monitor contract expiry dates, coordinate renewals and maintain proper contract documentation.

Source vendors, obtain quotations, prepare price comparisons and coordinate the procurement of office supplies and administrative services.

Manage office utilities, including electricity, water, internet, telephone and other facilityrelated services.

Purchase and maintain office supplies, stationery, pantry items, drinking water, packaging materials, sales support materials and other office consumables.

Coordinate with IT, printer vendors and maintenance service providers to ensure office equipment, facilities and air-conditioning systems are properly maintained.

Manage incoming and outgoing mail, courier services, meeting room reservations, office access cards, office keys and motorbike parking arrangements.

Coordinate office decoration, flowers and workplace arrangements as required.

Maintain office assets and coordinate periodic inventory of administrative assets and supplies.

Coordinate administrative arrangements for new employees, including name cards, welcome gifts and onboarding logistics.

Coordinate office relocation, renovation and workplace improvement projects as assigned.

Maintain proper filing and documentation of all administrative records and contracts.

Perform any other duties assigned by the Group HR Manager or the Board of Directors.

& EXPERIENCE

Bachelor's Degree or College Diploma in Business Administration, English or a related discipline.

Minimum 2–3 years of experience in Administration, Office Management or a related field.

Experience in office administration, vendor coordination and facilities management is preferred.

Proficient in Microsoft Office applications (Word, Excel, PowerPoint and Outlook).

Good command of spoken and written English.

Strong organizational, coordination and time management skills.

Service-oriented with excellent communication and interpersonal skills.

Able to work independently, manage multiple priorities and pay close attention to detail.

Positive attitude, proactive mindset and willingness to take ownership of

Near Public Transport

Training/Certification