Administration Officer

This role involves managing the front desk and providing administrative support as well as oversee and execute the office management function to ensure the smooth functioning of the office. Specifically,
Reception duties:
Handle incoming and outgoing mail, emails, and packages.
Answer phone calls, screen and direct them to the appropriate person or department.
Greet and welcome visitors, clients, and employees.
Manage the reception area, including keeping it clean and organized.
Administrative support:
Manage office supplies and inventory, and place orders when necessary.
Ensure filing systems are maintained and up- to- date.
Schedule and coordinate schedules, appointments, meetings, and conference room bookings.
Handle basic bookkeeping tasks, such as invoicing and expense tracking.
Maintain office calendars including leave and coordinate travel arrangements.
Prepare administration reports and schedules to ensure efficiency
Assist in designing and implementing office policies and procedures. Oversee adherence to office policies and procedures
Assist in preparing annual budget for the office, plan the expenditures, analyze variances, and carry out necessary corrections that may arise
Communication and correspondence:
Coordinate internal and external communication, including distributing internal announcements and coordinate company- wide emails.
Draft and edit correspondence, memos, and other office documents.
Respond to inquiries and provide information to clients, customers, and employees.
Office maintenance and organization:
Manage contract and price negotiations with office vendors, service providers, and office lease
Manage office equipment and coordinate repairs or replacements as needed.
Ensure the office is clean, tidy, and well- maintained.
Coordinate with vendors and service providers for office repairs and maintenance.
Miscellaneous tasks:
Coordinate with other departments and team members to ensure smooth operations.
Organize weekly/monthly/quarterly meetings for Managers and staff
Organize outing trip for employee of head office according to the approved plan and budget.
Perform any other administrative tasks as assigned by the direct supervisor.

Education and Experience:
Skills and Qualifications
Good organizational skills to manage multiple tasks, prioritize work, and meet deadlines.
Bachelor&039;s degree in business administration or a related field.
Strong interpersonal skills to greet and interact with people from diverse backgrounds in a professional and friendly manner.
Proficiency in verbal and written communication skills for effectively interacting with clients, employees, and visitors.
Good problem- solving skills to handle unexpected situations and resolve issues efficiently.
Previous experience in a receptionist or administrative role is preferred with a willingness to learn.
Flexibility and adaptability to changing priorities and work demands.
Proficiency in time management to handle various responsibilities efficiently.
Knowledge of office management systems and procedures.
Attention to detail to ensure accuracy in managing documents, schedules, and records.
Active listening skills to understand and address inquiries and concerns.
Computer and Technology Skills:
Familiarity with office equipment like photocopiers, printers, and telephone systems.
Basic knowledge of data entry, file management, and record keeping.
Proficiency in using computer applications such as word processing, spreadsheets, email, and calendar management software.
Professionalism and Discretion:
Ability to maintain confidentiality and handle sensitive information with discretion.
Professional appearance and demeanor to represent the organization at the front desk.
Adherence to ethical standards and a commitment to maintaining a professional work environment.

Salary is negotiable
Monthly teabreak, birthday, annual company trip.
Working in a professional, dynamic and friendly environment.
Fully implement policies in accordance with the Labor Law and the Company&039;s regulations.

Cập nhật gần nhất lúc: 2024-04-30 01:45:35