Receptionist cum Admin

Let's have a look at the job in general

As a Receptionist cum Admin, you will be the first point of contact for employees, customers, and visitors entering the ASUS office. Your primary responsibilities include welcoming and assisting visitors, coordinating front-desk and office administrative activities, managing office supplies and facilities, and providing general administrative support.

You will report directly to the Office Manager and provide administrative support to the Country Director when required.

What are you expected to do?

- Meeting Room Coordination: Arrange and monitor meeting room schedules; manage room bookings; prepare meeting rooms with the necessary stationery and equipment; ensure all equipment is functioning properly; and coordinate with relevant participants when necessary.

- Reception & Visitor Support: Welcome guests and visitors, direct them to the appropriate person or area, provide accurate general information, and answer incoming phone calls professionally.

- Payment Administration: Prepare, process, and monitor monthly payments related to expatriates' apartment rentals and office suppliers, ensuring that all required supporting documents are complete and accurate.

- Expatriate Accommodation Support: Assist expatriates with apartment leasing arrangements, coordinate with landlords or agencies, and support the administration of rental agreements and related supplier contracts.

- Mail, Courier & Shipment Management: Receive and dispatch documents, mail, and parcels through postal and courier services such as Viettel Post and DHL; coordinate shipments and process monthly courier payments.

- Stationery & Office Supplies Management: Monitor office stationery and supply levels; consolidate departmental requirements; place monthly orders; maintain proper records; and ensure office supplies are adequately stocked.

- Notebook & Equipment Management: Manage notebook/laptop inventory; prepare laptops and other required equipment for new employees; collect equipment handover forms; and maintain/update the relevant OA tracking records.

- Flower Arrangement & Employee Administrative Support: Coordinate approved flower orders, maintain records, monitor outstanding payments, and prepare monthly payment applications.

- Pantry & Office Environment Management: Monitor pantry supplies and arrange regular water orders; coordinate with office attendants to ensure pantry and common working areas are kept clean, tidy, and properly maintained.

- Work Permit & Temporary Residence Card Process: Handle document preparation and coordinate with external agencies, or manage the process independently when required, to ensure the timely application, renewal, and administration of expatriates' work permits and temporary residence cards.

We are thrilled if you own the following qualities

• At least 2-year experience in administration (in a foreign company size 100+ is a big plus);

• Willing to go outside to assist with clerical duties such as submitting/notarizing documents, etc.

• Honest and Hardworking;

• Proactive and teamwork spirit;

• Good interpersonal & communication skills;

• Good organizational and multi-tasking abilities;

• Good at MS Office.

• English Communication Level

Success Profile

• Careful & have good time management.

• Detailed - oriented

• Problem solver

We're happy to offer our employees the following benefits

Great performance makes great income! To the team of ASUS, you will get:

• A Dynamic environment with positive teammates & growth mindset culture

• Competitive income with 13th month salary

• Health & wellness with health insurance & annual health check

• Teambuilding & other benefits