HR Admin Assistant

Ekino Vietnam

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

1. Office administration services:

• Purchase office supplies and stationery not limited 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
• 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. HR administration:

• Coordinate and implement the onboarding and offboarding process of the employees
• Monitor and implement training programs at the Group and Company level
• Perform activities from the Regional and Board of Directors, including but not limited to surveys, reports, statistics, etc., to achieve expected targets

4. 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.

5. 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.

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

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