Overview
Admin Executive Jobs in Ho Chi Minh City Metropolitan Area at MSC Mediterranean Shipping Company
Title: Admin Executive
Company: MSC Mediterranean Shipping Company
Location: Ho Chi Minh City Metropolitan Area
Responsibilities
1. Office Procurement (All offices)
- Maintain printed materials (eg. business cards or any company printed materials) vendor listing by obtaining requirements, negotiating price, quality, delivery; and validating invoices;
- Coordinate with Receptionist on maintenance of office stationery inventory and to replenish when necessary;
- Responsible for control of office equipment purchases and ensuring its adequate supply;
- Handle and manage end-to-end procurement processes including purchase requests, quotations, vendor selection.
- Liaise with building management for maintenance and other related registration.
- Maintain and manage catering services/ mobile services vendor listing, with aim to achieve work and cost efficiency;
- Verify vendor and purchase invoices within assigned scopes;
- Manage, control and deliver taxi account to employees, expatriates and visitors with proper records.
- Manage and book the vehicle or company car and deliver such transportation to employees, visitors when needed;
- Monitor and track administrative expenses to support budget planning and cost control.
- Coordinate with all respective coordinators, PICs in various offices for above scopes.
2. Documentation (Non-Financial)
- Establish and maintain an organised documentation control process that ensures efficient storage and retrieval of information; includes filing, archiving, retrieval, destruction, and historical reference;
- Cooporate to work closely with respective Head of Departments on critical documents required to meet operations requirements.
3. Travel Arrangements and Entertainments
- Manage and follow travel approval processes and policies, including maintaining and managing travel related vendors, such as travel agents and hotels with aim to achieve work and cost efficiency;
- Coordinate business travel arrangements with employees and travel agency on flight bookings;
- Coordinate with other MSC’s offices on employees’ relevant bookings included hotel, transport;
- Verify employees’ entertainment request forms, ensuring accuracy of provided information, including applicable tax details and the status of service providers, when needed.
4. Pantry
- Control pantry utilities;
- Coordinate in supervising and control tea ladies, cleaner to ensure that all tasks must be carried out properly;
- Coordinate and supervise, remind employees to follow the office rules properly;
- Coordinate with tea lady team in serving drinks, foods to visitors in the office;
- Coordinate and organizing company meals when needed;
5. Others
- Achieve cost efficiency by anticipating requirements; submitting information for budget preparation; scheduling expenditures, monitoring costs and analysing any variances;
- Provide support in various HR-related tasks as needed.
- Cooperate with Receptionist in end-to-end administrative duties.
- Covering the reception desk when required and/or any time when she is absent at the work place or on leave.
- Provide logistical support for meetings, events, and internal activities.
- Arrange gift / wreath for customers, vendors, partners when required.
- Provide secretarial support, handle administrative tasks assigned day to day by GM, HR & Administration manager from time to time.
6. HR Operational Support
- Support HR in employee engagement activities such as execution of communication plans, social & recreation activities, as well as corporate social responsibilities programs when needed;
- Support in HR recruitment process – New Comer’s On-boarding orientation: stationeries, access card, parking cards, locker.
- Support in HR resignation process – Resigning staff’ Exit Clearance: Recover issued items from employee on physical last day of employment.
Key Experience & Qualifications
- Minimum Diploma or Degree in any discipline.
- Minimum 1 to 3 years of past administrative and HR support experience.
Key Competencies & Skills
- Microsoft Office applications – Word, Excel, Powerpoint, Outlook.
- Good communication in English, both written and verbal.
- Good teamwork.
- Ability to interact positively and professionally at all levels with high integrity in managing information.
- Strong organizational and time management skills with the ability to multi-task.
- Meticulous with strong attention to detail.
- Basic people management skills.
- Good knowledge about AI usage.
Application: Send your updated CV to HR Dept at [email protected]
