Office Admin Assistant job at Ekino Vietnam

Office Admin Assistant
Ekino Vietnam
Save Job
Full time
Hiring 1 people
Ho Chi Minh
Published 29/08/2022

Working Address

  • 184 Đ. Lê Đại Hành, Phường 15, Quận 11, Thành phố Hồ Chí Minh, VietnamView map

Job Description

Reporting to the HR Director and Chief Accountant, the position will play the key role in managing office operations and providing all administrative services to the employees. 

 1. Office administration services:

  • Purchase office supplies and stationery not limit to preparing payment request, advance request and clear advance request
  • Greet visitors and direct them to appropriate person; answer incoming phone calls and transfer them to relevant person
  • Coordinate the distribution of incoming and outgoing mails
  • Coordinate travel and lodging accommodation for staff and visitors
  • Coordinate the services of work permit, visa and resident cards for expatriates and foreign visitors; keep track and follow up expired dates of visa and immigrant cards, inform expats before the expiry for necessary extension
  • Provide facilitation for new-hires entrance: parking, stationery, hotel reservation and air ticket for expatriate, etc.
  • Leave management: Check and record staff attendance in daily basis
  • Coordinate the termination process of the employees
  • Liaise with the building management to maintain good office services (air conditioning, power, hygiene, safety, etc.)
  • Ensure good condition of medicine chests in the office
  • Manage the taxi card delivery to staff for business purposes
  • Support insurance claim process of staff to Insurance agency

2. Office management:

  • Manage and follow up office administration contracts
  • Handle petty cash and control office expenses
  • Supervise tea and cleaning ladies
  • Coordinate and monitor the catering service for lunch
  • Manage all keys of office and cabinets
  • Monitor, coordinate the repair and maintenance of office equipment & assets;
  • Coordinate the issuance and removal of access cards/ fingerprint registration to staff and visitors.
  • Administer the door access database, maintain and deliver door access reports as requested by superior

3. Purchasing:

  • Conduct all purchasing duties according to approved purchase requests
  • Coordinate the whole process of purchase orders and documents in accordance with company policy and procedures
  • Find the most competitive suppliers for the best purchasing package in terms of quality, price, term, delivery, and services.
  • Manage the purchasing records.

4. Great-Place-To-Work activities:

  • Advise the management on changes/ solutions to improve the office management and enhance the inspiring working environment when necessary
  • Provide logistic support for Company’s events, staff activities, training courses, and Great-Place-To-Work activities
  • Perform other ad-hoc tasks as assigned by the board of directors.

Skills

English
Administration
Admin

Requirement

Desired Skills and Experience

  • Confidentiality commitment
  • Honest, with high transparency and integrity
  • High level of verbal and written English skills
  • Proficient computer skills (Word, Spreadsheet, and Presentation software)
  • Proactive, positive working attitude, good teamwork
  • Good organizational, prioritized and multi-tasking skills
  • Good communication and negotiation skills
  • Resourceful, careful, detail-oriented
  • Good sense of responsibility and customer-orientation mindset

Benefits

Why ekino?

  • High-ownership working environment: You will take full responsibilities and control of your missions contributing to the team success
  • Continuous skill improvement with new technologies, challenging projects, on-the-job coaching, and training programs
  • Annual performance review: recognize your efforts and identify development/ improvement needs
  • Clear career path: define your career development with long-term vision
  • Be secured in your mind with employee’s care: private healthcare insurance package, medical check-up, support allowance...
  • Great-place-to-work activities (company trip, sport clubs...): enhance teamwork spirit and facilitate your work-life harmony
  • Opportunity to work in France upon project and mission requirements
Company Info
Ekino Vietnam
Ho Chi Minh
51-100 employees
https://www.ekino.vn/
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IT/ Software
IT/ Web
IT

About

ekino is a French company specialised in Conception, Design, Development and Maintenance of digital solutions: Digital Platforms, Websites, Mobile Applications. We build innovative solutions from the ground up with open technologies. Our solutions are integrated with legacy systems (e-commerce, billing, provisioning, leads, CRM,...) and help business and digital managers to meet their objectives. ekino in Vietnam Ekino Vietnam has been operating in Ho Chi Minh City since 2013. ekino is part of the Havas/ Vivendi Group. We work with other agencies in the network or directly with Asian and European clients. With relentless endeavors, since 2020, ekino has become a part of the new Havas CX network, a new global network bringing together over 1,200 specialists in digital transformation, eCommerce, customer experience design and customer acquisition and engagement from Havas’ global and local agencies. With around 200 employees, ekino Vietnam is one of the fastest growing agencies of Havas Group.

Working Address

184 Đ. Lê Đại Hành, Phường 15, Quận 11, Thành phố Hồ Chí Minh, VietnamView map

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