RECEPTIONIST

JOB DESCRIPTION:

Manage reception

- Maintains office reception desk by receiving and distributing communications; maintaining supplies and equipment; picking-up and delivering items; serving customers; Receive & transfer phone calls, take messages

- Arrange teleconference and video conference in coordination with the IT assistant

- Book and monitor occupancy of office meeting rooms

- Receive missions, consultants, guests, visitors & direct them to appropriate meeting room and person

- Receive office faxes, correspondences, pouch, invoices/receipts and record into the log sheet, distribute to appropriate person and particularly treat all office correspondents in the strictest confidence.

- Handle courier services including sending office correspondences, pouch and record into the log sheet.

- Receive office newspapers and distribute to appropriate person.

- Update staff list and distribute to office staff.

Administrative support

- Coordinate car arrangement (office car, car rental) for staffs, consultants and missions when required and record appropriately into the log sheet.

- Make travel arrangements for staffs, consultants, and missions (accommodation and pick-up)

- Order office supplies including stationery, inks and other and accessories for office equipment, etc.

- Process visa applications for staffs, consultants and missions.

- Order stationery, printing stationery, office supplies, etc.

Accounting support

- Check & verify bills (couriers, car rent, stationery) before payment

- Check & follow up & summarize personal telephone calls before sending to accounting unit

General secretarial support

- Assist in arranging seminars, workshops and mission meetings

- Perform other secretarial support when required (typing, photocopying, translation, search information, etc.)

JOB REQUIREMENTS:

- Bachelor’s degree with minimum 3 year working experience in relevant position such as senior receptionist, secretary or administration assistant in multi-national or international organization preferred.

- Good team player, with ability to interact tactfully and effectively with staff at all levels in a multi-cultural environment.

- Strong client responsiveness and interpersonal skill and ability to work effectively and collaboratively in a team-oriented environment and take direction from coordinating staff.

- Demonstrated capacity to multi-task and prioritize workload and ability to produce high-quality work within tight deadlines and under pressure.

- Demonstrated skills and knowledge in general secretarial support, administrative support (data management, task management, major training/workshop planning & arrangement)

- Fluency in English and Vietnamese, along with strong communication skills

- Good knowledge of computer software, such as MS. Word, Excel, and PowerPoint and Outlook.

- Good knowledge of standard office equipment (e.g. computer, photocopy, fax machine, scanner, etc.)

- Experience in booking keeping, petty cash management is advantage

- Flexibility to work overtime during peak periods

- Willing to learn and back up or provide additional support to senior/experienced staff

JOB BENEFITS:

- 20 days annual leave

- Insurance, Health check, Allowances

- Salary: negotiable