Admin Supervisor
Pernod Ricard
Ho Chi Minh
4 ngày trước

1. Supervising office administration : Playing the main role in keeping nationwide offices running smoothly and overseeing administrative support with high consistency and optimum level

Monitoring general office operations and functions including :

  • Reception, greeting visitors, incoming phone calls and receiver
  • In compliance coordinating in-out process to deliver and receive packages and other procedures with the building
  • Purchasing office supplies and equipment, maintain inventory and proper stock levels
  • Making sure that office facilities are maintained and in good condition for using by coordinating with contractors, suppliers, vendors, construction partners and departments for solving any office issues
  • Tracking / manage and control administration expenses via monthly reports as : telephone, subscriptions, internet, leasing office, cleaning, maintenance services, car rental, taxi services and renting apartments, etc.
  • Guide and supervise staff using office resources and operations to ensure maximum productivity
  • Coordinating appointments and meetings in the office
  • Obtain expatriate logistics and papers arrangement such as : Work Permit, Temporary Residence card, Housing contract, etc.
  • Obtain visa letter and visa procedures for foreign visitors
  • Obtain updates on business legal documents with government authorities
  • Obtain office notarization service upon request
  • Filing and organize administration documents such as : legal documents, expatriate documents, services contracts, payments and other office documents
  • Coordinating domestic and international travel including flight, hotel, company car arrangement, car rental reservations
  • Administration planning tasks and reports :

  • Drafting new contracts with suppliers / vendors and outside services upon request
  • Produce monthly, quarterly and yearly expenses report and submit to relevant departments such as telephone, subscription internet, leasing office, cleaning and maintenance services, car rental, taxi services, renting apartments, airfare etc.
  • Create presentations and produce reports at management level
  • Playing key role in budget design and control related to administration expenses and employee activities / entertainment benefits
  • Together with team building up and implementing effective and compliant administrative procedures and system
  • Staff activities :

  • Organize staff activities such as : Sport Clubs, Birthday celebration, New Year event, Woman days, Children Day, Christmas celebration, etc.
  • Organize and coordinate internal and external events in office bar through teams and 3rd parties
  • 2. Ad-hoc / Assistance tasks as required :

    Ad-hoc projects :

  • Fully in charge of administrative parts in company ad-hoc projects
  • Being the project leader of Office Renovation and Setting up new offices nationwide.
  • Assisting Board of Management as required :

  • Housing & T&E management
  • Purchasing tickets and tracking Home Leave Budget expenses
  • Organizing meetings / appointments / events with partners in terms of Administration field
  • Manage company’s database and filing system, supporting management and clearing travel and entertainment expenses and reports.
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