Administration Executive

Địa điểm Thành phố Hồ Chí Minh
Ngành nghề Ngành hàng tiêu dùng nhanh (FMCG), Bán lẻ và kinh doanh
Category Admin
Mã số 12894
Loại công việc Cố định
Lương 40.000.000-60.000.000
Email liên hệ hong.ngo@manpower.com.vn
Ngày đăng Tháng tám 11, 2022
MAIN PURPOSE
  • Responsible for all administrative matters; which includes office, warehouse, service centre and boutiques.
  • Plan and execute tasks in an efficient, effective and timely manner
  • Recommend improvements to workflow processes & operations where appropriate

KEY RESPONSIBILITIES

Office Administration
  • Ensure effective procurement and maintenance of office supplies and office services, review & negotiate service contracts & licences with vendors/authorities where necessary & with appropriate cost control against budgeted costs
  • Responsible for documentation & monitoring of assignment of office keys, security codes, copier codes and office equipment on loan such as laptops, projectors, etc
  • Ensure compliance to fire safety regulations in the premise by keeping fire extinguishers current, and ensuring office premise is free of obstructions, etc.
  • Responsible for the general upkeep & maintenance of the office & pantry, including high dusting, carpet shampooing, pest control jobs
  • Supervise cleaning contractor and ensures the cleanliness standards are up to expectations
  • Ensure communication & service levels, administration policies and operation workflow & process at office reception & general office are up to expectations, and handling of ad-hoc requests for repair & maintenance services or procurement
  • Central person to liaise with building management for any building defects, maintenance of premises and request of services
  • Administrator to the various office systems, office equipment, telephone system and document archive management
  • List of systems, equipment & services includes:
- alarm system & biometric door access
- canon copiers & projectors
- cleaning & courier services
- fire extinguisher & glass door maintenance
- telephone/i-phone user support & maintenance of hardware
- LCD monitors & video conferencing system
- franking machines, typewriter, binding machines
- shredding & disposal services
- drinking water supply
- Halon system in server room (FM200)
- document archive services & external storage services

Security Administration
  • Ensure that there are no physical security lapse in the premises by promptly updating access rights of employees and/or
  • Responsible for the documentation, control & maintenance of all access rights created in the system
  • Assist in maintenance of the security & general insurance policies required e.g. fire, burglary, theft, goods in transit, etc for the Company. (Logistics/Risk Manager is responsible for the security & insurance matters)
  • Assist to liaise with insurance company for any claims (if any).

Document Control
  • Ensure all contracts signed by the Company (such as Tenancy Agreements, etc) are in accordance with Group approval guidelines and these contracts are filed & kept safely.
  • Accurately updates leases database in the Admin Shared Folder
  • Regular follow-up & review of ongoing contracts for equipment and services with accurate & timely updates
  • Assist to accurately update company’s telecommunication lines (its usage and location).
  • Accurately updates building control requirements and maintains latest approved floor plan of fitted premises
  • Ensure all necessary licences are in placed with government authorities
  • Ensure accurate updates and timely tracking of archive logs of company documents to facilitate storage/retrieval (from external archiving/document storage company) when needed
  • Responsible for upkeep/safekeeping of corporate records and other legal document

Turn-key projects: In-charge of turn-key projects like renovation of office premises, implementation of security systems, and etc.

RSS/Brand Support
  • Provide assistance to IT/HR/Logistics & Brands
  • Arrangement of flights, hotels, meeting rooms and etc
  • Submission of clinical claims to Insurance Company
  • Arrangement of ad-hoc security
  • Coordinate annual office events

Others
  • Liaise with relevant government departments (licences application & renewal)
  • Liaise with Company Secretary on all company secretarial matters
  • Liaise with landlords on office & boutique operational issues
  • Issue SAP PO for office CAPEX & General procurement
  • Create SAP Vendor Workflow for new office vendors

REQUIREMENTS
  • Possess recognized Diploma, Advanced/Higher/Graduate Diploma in Business Studies/Administration/Management or equivalent.
  • At least 3 – 5 years of working experience in the related field is required.
  • Have a strong sense of commitment, teamwork and good interpersonal skills
  • Initiative & pro-activeness
  • Multitasking skills
  • Good Communication skills