Specialist, Admin Cum Receptionist

Nam Long Group (NLG) is a Real Estate corporation with over 30 years of experience in Vietnam, operating under a Business Unit (BU) model with three main business segments: Land Development, Urban & Residential Development, and Commercial Property & Venture Investment.

NLG is hiring a Specialist, Admin cum Receptionist (female) with experience in Admin role. This Position will work onsite in Hai Phong: CC1 khu đô thị PG, thôn Trang Quan, xã An Đồng, huyện An Dương, thành phố Hải Phòng

Overview:

Specialist, Admin cum Receptionist is accountable for handling reception and administrative duties to efficiently support Manager Office Administration and employees in other Functional units.

Responsibility

1. Payment and administration duties

• Procure office supplies, essential items, book flights, reserve hotels, and coordinate company vehicles for business trips.
• Manage and track expenses related to Grab, taxis, rental cars, etc.
• Ensure office equipment and facilities (meeting rooms, photocopiers, electricity, water, internet, plants, etc.) are well-maintained and functioning properly.
• Support the implementation of employee benefits.
• Assist the Administrative Department in organizing internal events.
• Process payments, cash advances, and office-related expenses as assigned.
• Assign document reference numbers and draft official announcements in accordance with company regulations.
• Organize, store, and control the retrieval of documents.
• Perform other tasks as assigned by management.

2. Reception duties

• Greet visitors, help them navigate through office to meet/ contact the appropriate hosting employees
• Welcome guests and guide them to the appropriate contact person accordingly and accurately
• Take messages when the intended recipient is unavailable
• Receive and process incoming and outgoing mail and documents
• Manage and schedule the use of meeting rooms in the office
• Assist in arranging tea breaks for meetings upon request

• Associate’s degree or higher in Economics/ Business Administration, Archives - Records Management or related fields
• At least 2 year of experience in administration, customer service, secretary or similar roles
• Knowledge on administrative and secretarial procedures, document processing software, records management, knowledge on templates and formats standardization
• Experience in Reception, Events is an advantage
• Proficient in MS Office and office management software

Specific job skills

• Good understanding of office management procedures
• Excellent organizational and time management skills
• Filing / document management skills (hard/soft copies)
• Multitasking with the ability to prioritize tasks.

• Analyzing, processing information and decisions making skills
• Time management and work planning skills
• Flexibilityskills
• Communication and interpersonal skills
• Teamwork skill