Mô tả công việc
- Reception duties:
- Greet and welcome visitors, clients, and employees.
- Answer phone calls, screen and direct them to the appropriate person or department.
- Handle incoming and outgoing mail, emails, and packages.
- Manage the reception area, including keeping it clean and organized.
2. Administrative support:
- Schedule and coordinate schedules, appointments, meetings, and conference room bookings.
- Maintain office calendars including leave and coordinate travel arrangements.
- Manage office supplies and inventory, and place orders when necessary.
- Handle basic bookkeeping tasks, such as invoicing and expense tracking.
- Assist in preparing annual budget for the office, plan the expenditures, analyze variances, and carry out necessary corrections that may arise
- Ensure filing systems are maintained and up-to-date.
- Assist in designing and implementing office policies and procedures. Oversee adherence to office policies and procedures
- Prepare administration reports and schedules to ensure efficiency
3. Communication and correspondence:
- Respond to inquiries and provide information to clients, customers, and employees.
- Draft and edit correspondence, memos, and other office documents.
- Coordinate internal and external communication, including distributing internal announcements and coordinate company-wide emails.
4. Office maintenance and organization:
- Ensure the office is clean, tidy, and well-maintained.
- Coordinate with vendors and service providers for office repairs and maintenance.
- Manage office equipment and coordinate repairs or replacements as needed.
- Manage contract and price negotiations with office vendors, service providers, and office lease
5. Miscellaneous tasks:
- Organize outing trip for employee of head office according to the approved plan and budget.
- Organize weekly/monthly/quarterly meetings for Managers and staff
- Coordinate with other departments and team members to ensure smooth operations.
- Perform any other administrative tasks as assigned by the direct supervisor.
Yêu cầu công việc
Education and Experience:
- Bachelor's degree in business administration or a related field.
- Previous experience in a receptionist or administrative role is preferred with a willingness to learn.
- Knowledge of office management systems and procedures.
Skills and Qualifications
- Proficiency in verbal and written communication skills for effectively interacting with clients, employees, and visitors.
- Active listening skills to understand and address inquiries and concerns.
- Strong interpersonal skills to greet and interact with people from diverse backgrounds in a professional and friendly manner.
- Good organizational skills to manage multiple tasks, prioritize work, and meet deadlines.
- Proficiency in time management to handle various responsibilities efficiently.
- Attention to detail to ensure accuracy in managing documents, schedules, and records.
- Good problem-solving skills to handle unexpected situations and resolve issues efficiently.
- Flexibility and adaptability to changing priorities and work demands.
Computer and Technology Skills:
- Proficiency in using computer applications such as word processing, spreadsheets, email, and calendar management software.
- Familiarity with office equipment like photocopiers, printers, and telephone systems.
- Basic knowledge of data entry, file management, and record keeping.
Professionalism and Discretion:
- Professional appearance and demeanor to represent the organization at the front desk.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Adherence to ethical standards and a commitment to maintaining a professional work environment.
Tiếng Anh 
Tạo CV / Resume