Admin Service:
Handle/ arrange logistics of oversea and domestic business travel for all colleagues in SC Function at Ha Nam Plant based on the requirement needs and Company Policy. Proactive think of more solutions/ initiatives to improve the cost saving
Manage Admin Services at Ha Nam Plant: Repair and maintenance for Office, Cleaning Service, Ink Cartridge, Photocopier, Printers, Postage, Uniforms, Taxi card, Name card, Employee Identification Card, Locker management, Drinkage, Snack for guests and employees, Hygiene tools for cleaner, provide Working Tools/ Stationery/Welcome Gift for new hire.
Manage contractors of vendor, supervise daily works of each service:
Shuttle Bus:
- Manage the process of using the shuttle bus
- Arrange the company car booking for internal using based on Company policy including airport pick- up/transfer for visitors on time as planned and requested to minimize outside car rental.
- Random checking for quality of service to meet safety standard of Company
- Manage transportation according to the actual use, control overtime and limit waste.
- Verify the company car logbook frequently.
Canteen:
- Control quality of vendor service: check and follow quality of meal, attitude, and ensure the input material must be meet QFS standards.
- Receive feedback and solve issue of vendor.
- Propose menu to ensure nourishing meals for SC employees.
Cleaning and Postage:
- Manage Cleaner to support Business requirement if needed.
- Check the quality of service twice/week,
- Receive/solve feedback from all departments at Plant,
Gardening: control service quality, ensure “factory green space” per requirement, and meet AIB standards.
Water purifier machine:
- Be in charge for quarterly water testing and submit the result of testing to Management Team
Facilities Management followed 5S standards
Prepare for PR/ PO/ GRN and process for monthly payments and ad- hoc payment of all Admin Services like Shuttle Bus, Meals of Canteen, Postage, Drinkage, Photocopy machine rental, Gardening, Cleaning and Hygiene Tools by latest the 8th of each month to GA for verify and get final approval from HRD no later of 10th each month.
Be in charge for tracking cost within AOP and renew process of admin service for Ha Nam Plant like Rental Expense, Repair and Maintenance, Outside Service, Office Administration and PR/ CSR Expenses.
Be accountable to initially verify all expenses related to Admin service like meals, shuttle bus, photocopy machine rental, cleaning fee, gardening, hygiene tools, uniform, Pantry facilities and internal events at Ha Nam Plant, etc. before transferring to GA for verification and HRD for approval.
- Manage Locker area: be responsible for providing/repairing locker if required, ensure hygiene of AIB, cooperate with QFS to inspect locker, and HRBP to handle violations when needed.
- Ensure all office equipment (Printer, LCD projector, TV, etc.) are well maintained periodically or as needed.
- Daily checking for safety of the office likes electric facilities, furniture, etc.
- Manage cleaners to keep the common area toilet be clean, tidy and no smell.
Order and handle the stationery inventory, ink cartridge, hygiene tools, that meets the internal requirement all the times. Make sure these is delivered on time when needed.
Order and handle all uniforms and working tools inventory for all colleagues of SC Function that meets the internal requirement all the time. Make sure uniform and working tools is delivered on time to employees when needed.
Prepare for PR/ PO/ SC/ Contract/ Payment/ GRN follow to P2P Process: source service suppliers for all costs under 30 mil. VND, compare price and get approval for PR/ PO/ Payment
Follow to Manufacturing Standards and Foods Safety Requirement at Ha Nam Plant to close gaps related to 5S & Gemba, CAPA, AIB and EHS Inspection:
- 5S and Gemba: join to weekly site tour with Management Team to looking for the findings, make Near Miss report as required by EHS Team
- CAPA: join to weekly meeting, receive feedback/finding, contact to the related department for issue solving which under HR responsibilities
- AIB and EHS Inspection: support for QFS and EHS Team in audit weekly
Responsible for Company Internal Events at Ha Nam Plant:
- Arrange for booking of outside meeting, lunch/dinner for Management Team at Binh Duong Plant, tea break for Training/ Workshop/ Event when needed.
- Be in charge for preparation on Company Activities/ Internal events at Binh Duong Plant like Fruit Day, Lunar New Year, 8/3, 20/10, Men’s Day, Noel (Appreciation Day), Tet Gift to deliver cultural building in your partnered Functions/ BU successfully.
Work on Department requests, receive user feedback and solve the issues related to Admin Services at Binh Duong Plant. Cooperate with vendor to satisfy staff’s demand as much as possible.
Reception Management:
Welcome all Guest visit Ha Nam Plant at high standard and professional customer service level (e.g., grooming code, smiling, etc. ….) to deliver the good first impression to internal and external visitors
Show TV: copy file, welcome guest/new hire…
Receive and transfer incoming calls at high standard and professional customer service level (e.g. pick- up phone within 03 rings, answer and transfer the phone properly as per Company Guideline, take and leave messages to colleagues when out of office)
Manage all of Meeting Room, prepare and manage the equipment in these Meeting Room
Responsible for the altar area, order offerings for the main department quarterly…
Ensure to keep the Receptionist Counter well organized and order all the time.
Responsible for receiving incoming and delivering outgoing mails on time. Know how to combine the mail sending process to save the company budget. Make sure the mails or documents are delivered on time to the right people with good sense of private and confidential handling.
Others
Willing to do other job assignments as requested by GA and the Company
Assist to prepare for all T&E expense and Health Insurance claim form of Management Team at Ha Nam Plant as required.
Prepare HR reports as assigned by GA and HRBP to ensure submit as per timeline
Positively contribute to build up the Department and Company’s teamwork;
Assist GA and HRBP on other admin tasks/ reports or Company Event organizing for Fun Run, Team Building, Helping Hands, Sport Day, Karaoke Contest, AOP Cascade, YEP/ NYP, etc. when needed.
