Reports to
• Office manager and General director
Responsibilities
Receptionist
Phones
• Answer phone within three rings and take appropriate messages, including name, company name & phone number
• Ensure phone is answered promptly and courteously.
• Remember to get someone to cover reception when you are on lunch or toilet break as above
Reception
• Attend to all Visitors, offer tea/coffee/water – ensure reception is quiet and calm whilst visitors are in
• Monitor and order stationery
• Sign Visitors in and out
Post
• Type/write up envelopes for mailing / stamp and note in mail book
• Incoming mail- open mail, date stamp it, put into files and distribute it to appropriate personnel as soon as it comes in
Couriers
• Ensure Courier items are sent promptly
• Ensure incoming courier items are distributed promptly & email sent advising their arrival
Administration
• Weekly/ monthly meeting with Principal if required
• Update and maintain Contact database
• Monthly One on One’s with Chief Operating Officer
HR Coordination
HR Policy
• Ensure to comply with company policy
• Work with COO & Principal to build up a suitable policy for VN office but still consistence with Group’s.
Recruitment
• Work with insurance, PIT authorities.
• Responsible for the quality and quantity of employees for departments and projects on time.
• Responsible for solving salary matters after payment: employee&039;s question about their salary, calculation...
• Build human resource plans monthly, quarterly, yearly based on business needs.
• Establishes recruiting requirements by studying organization plans and objectives; meeting with managers to discuss needs.
• Propose and control effective recruitment budget monthly, yearly.
• Establishes recruiting requirements by studying organization plans and objectives; meeting with managers to discuss needs.
• Prepare Pay- slip for each staff: Pay- slip, fold, classify and deliver to head of each Project
• Propose and implement employee evaluation, make a report of monthly turnover rate as well as propose methods to improve candidate qualifications and reduce turnover rate.
• Determines applicant qualifications by interviewing applicants; analyzing responses; verifying references; comparing qualifications to job requirements.
• Attracts applicants by placing job advertisements; contacting recruiters, using newsgroups and job site
• Build recruitment process and propose initiatives to improve recruitment quality.
• Be responsible for company regulation to employees, salary and incentive policies, HR procedures accordingly: probation, labor contract, HR policies, promotion, demotion, termination or dismissal… as current labor law and company regulation.
Employee profiles
• Collect and file employee profile/information and other HR data in place
• Ensure employee submit document/information following to Labor Code.
Employment offer/ Labor Contract
• Prepare Employment Offer/Labor Contract as assigned
SHUI/Visa/Work permit
• Support expat to get passport, Resident card, visa, air ticket, Hotel booking or relevant tasks assigned for foreigner.
• Register SHUI for staff arrival/departure
Timesheet
• Collect weekly timesheet every Friday and submit to Barbara Keller on next Monday
• Update monthly timesheet to the team
• Compile and submit timesheet monthly on the 26th of each month to Accountant for payroll calculation.
Leaves
• Send leave log each month to accountant for payroll calculation
• Keep track all leaves of staff update
• Ensure all leaves request comply with HR policy of Group
• Ensure all leaves request are submitted and approved prior staff take off
Other tasks related to Office management which has not mentioned above.
Requirement
• Excellent telephone, verbal, and written communication skills.
• Excellent MS office skills
• 1 years experience or Fresher
• Advance English
• Good understanding of Vietnamese Labor Code, Insurance, PIT law
• Bachelor or above specializing in related major
Benefit
• Performance annual review
• 12 annual leaves
• 13th salary
