HR And Admin Assistant

Key Responsibilities:

1. Office

• Office Administration:

o Manage daily administrative tasks, including ordering office supplies and overseeing office equipment and facility management.

o Ensure the office space is always clean, organized, functional, and welcoming and well-maintained.

o Maintain records, filing systems, and databases (physical and digital).

o Handle tasks related to searching, advising, and managing data and information within your work scope, such as dining venues, entertainment, services, and the latest search platforms.

o Receive, sort, and distribute incoming mail and packages.

o Prepare and send outgoing mail (document and goods) and courier deliveries in a timely manner.

o Act as the primary point of contact for external service providers (e.g., internet, cleaning services, maintenance, landlord, …) to address issues promptly.

• Project Administration:

o Prepare VAT invoice, based on Draft invoice.

o Prepare Minutes, document transmittal based on template.

o Input data and Format files when need it.

• HR and Internal Events Support:

o Assist with the recruitment process, including scheduling interviews and greeting

candidates.

o Plan and organize company events such as birthday celebrations and team-

building activities.

o Handle other HR-related administrative duties as directed by the department head.

o Tracking and record monthly Timesheets.

• External Relations:

o Welcome and assist clients and partners in a professional and hospitable manner.

o Coordinate meeting schedules and prepare conference rooms for important client meetings.

o Support GM to prepare relevant visa application under supervision of GM.

• Petty Controller:

o Handle daily cash and payment transactions (receipts, reimbursements, deposits,

etc.)

o Issue receipts, track payments, and update relevant financial logs or systems.

o Reconcile cash balances at the end of each day and report discrepancies.

o Ensure safe and secure handling of all cash transactions in accordance with company policy.

2. Personal Assistant

o Arrange the business travel In/Out the country for BOD.

o Collect the travelling document and prepare the travel claim.

o Rewrite the meeting notes when needed.

o Perform other duties as assigned by the Directors.

• Experience: Minimum of 5 years of experience as a Receptionist, Secretary, and Office Coordinator.

• Minimum education requirement: Bachelor’s degree in English

• Skills:

• Strong communication skills, both verbal and written, with the ability to handle various situations with professionalism.

• Proficiency with office tools, including Word, Excel, and Google Workspace.

• A positive attitude, proactive approach, and a high level of integrity.

• Ability to work independently and as part of a team.

• Presentable appearance and a clear, pleasant speaking voice.

• Trustworthy, responsible, and highly organized.

• Excellent attention to detail, especially in financial transactions.

• Friendly, professional demeanor with a proactive mindset.