Administration Officer

Our Company reflects the diversity of our employees. At TotalEnergies, the wide variety of talents drives our competitiveness, our ability to innovate, and our attractiveness. Therefore, we welcome differences in age, disability, gender reassignment, pregnancy/maternity, race, religion, beliefs, sex, sexual orientation, and family/parental status. We believe Diversity makes us better.

*Key Activities:

1. Car Arrangement

- Receive car bookings from all employees, validating the bookings to ensure they are in line with travel policy.

- Arrange 21 dedicated cars & a few spot cars in a way to maximize their capacities and minimize rental cost.

- Collect and archive all TRF & related documents properly.

- Check details of payment requests carefully then make timely payment to car vendor.

- Generate blanket PRs, POs, and MIGOs when required.

- Complete monthly report, analyze the efficiency of car arrangement and cost optimization.

2. Air Ticket Booking

- Receive ticket bookings from all employees, validating the bookings to ensure they are in line with travel policy.

- Propose the employees the best departure time with lower airfare for cost optimization.

- Upon receiving airfare from the agent, double check airfare in websites to ensure agent offers us the best prices.

- For international travel: buying insurance for the employees.

- Collect & archive all boarding passes properly.

- Check details of payment requests carefully then make timely payment to the agent.

- Complete monthly report, highlight all non-compliant cases & send to relevant VP for information and correction.

3. Hotel Booking

- Receive hotel bookings from all employees, validating the bookings to ensure they are in line with travel policy.

- Booking the lowest room charge for cost optimization.

- Check details of payment requests carefully then make timely payment to the agent.

- Complete monthly report, highlight all non-compliant cases & send to relevant VP for information and correction.

4. OBC Management

- Notify car vendor on non-compliant issues for their investigation.

- Follow up with the vendor for investigation result and corrective action.

- Report to Supervisor / Manager any repeated non-compliant behavior or any serious issues.

- Complete a report on a monthly basis in accordance with CR 404

5. Managing drivers and cars

- Archive all drivers’ data such as ID number, full name, phone number, license, driving trainings, safety trainings, etc. Keep all data strictly confidential & up to date.

- Ensure all drivers are well trained with all mandatory trainings, work closely with HSSE team for the trainings.

- Managing all company light vehicles and vendor cars.

- Follow up with car vendor to ensure frequently car maintenance, collect & archive maintenance supporting documents for each car.

6. Receptionist Backup

- When the receptionist is on holiday or absent, perform the role of receptionist instead.

7. Others

- Arrange car for airport pick up / drop off when required.

- Fulfill other tasks and/or assignments requested by the line manager whom the employee directly/indirectly reports to, and/or tasks requested by the Board of Management.

- Bachelor's Degree in Business Administration or related field.

- Have at least 02 years experiences in Administrative jobs.

- Good communication and stakeholders management.

- Highly responsible, diligent and committed to the job.

- Detailed oriented and strong analytical skill.

- Able to work under high pressure.

- Ability to speak fluently both English and Vietnamese.

- Proficiency in computer skills and MS Office (Word, Excel, PowerPoint).