Chi tiết công việc Administration Executive tại Alchemy Asia
RESPONSIBILITIES
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.
QUALIFICATIONS & 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 responsibilities.
BENEFITS
1. Salary & Allowances:
- Competitive income with 100% salary and allowances on probation
- Gift on special occasion
- Annual Leave: will be 12 working days per calendar year, pro-rata for the 1st year of employment.
- Statutory insurance contributions (social, health, and unemployment) are based on full salary.
- Be provided with high performance laptop and working facilities.
2. Career Growth
- Opportunity to work alongside young, world-class talents in a dynamic and passionate environment
- Very diverse offline and online seminars & workshop provided by company
- Clear and flexible career path
3. Working Environment
- A strong learning culture where initiative and proactivity are highly encouraged at Alchemy Group
- Team building, company trip and internal events
