1. Reception & Front Desk Management

• Welcome and assist visitors professionally.
• Answer, screen, and direct incoming phone calls.
• Manage visitor digital logbook, access cards, and coordinate with building security.
• Handle incoming/outgoing mail, parcels, and courier services.
• Ensure the reception area is organized and presentable.
• Supervise and support 1 receptionist on the different floor to ensure consistent service quality.

 

2. Administrative Support

• Maintain office records and contact lists.
• Support internal meetings, workshops, and office events.
• Coordinate travel arrangement when required.

 

3. Office Management

• Oversee inventory and replenishment of office supplies.
• Coordinate with vendors and service providers (cleaning, maintenance, stationery, etc.).
• Monitor meeting room bookings and ensure room readiness.
• Support employee onboarding: seating preparation, access cards, welcome materials.
• Supervise 3 cleaners, ensure cleaning schedules are followed, and maintain office hygiene standards.

 

4. Team Supervision

• Lead a small support team: 1 receptionist + 3 cleaners.
• Assign tasks, monitor performance, and provide coaching where needed.
• Ensure team compliance with company policies and daily operational standards.

 

5. Finance & Procurement Support

• Process administrative payments and track service invoices.
• Assist in obtaining quotations, preparing Purchase Requests (PR) and Purchase Orders (PO).

 

6. Other Duties

• Support HR/Admin activities and corporate events.
• Perform additional tasks assigned by the Manager or Management team.

Education & Experience

• College degree or relevant qualification in Business Administration, Secretarial Studies, or a related field.
• Minimum 1 year of experience in a similar administrative role.

 

Skills & Competencies

• Strong communication skills in both English and Vietnamese, including written and verbal communication.
• Professional telephone handling skills.
• Proficient in Microsoft Office applications (Word, Excel, and other office tools).
• Strong organizational and time-management skills with the ability to manage multiple tasks effectively.
• High attention to detail and accuracy.
• Proactive, responsible, and service-oriented mindset.
• Ability to work independently and collaborate effectively within a team.
• Professional attitude with a strong sense of confidentiality and information security.
• Willingness to learn and adapt to a dynamic work environment.

 

Language Proficiency

• English communication.

 

Notes: "By applying for the job at SPS Vietnam, it is considered that Candidates agree to provide personal data for SPS Vietnam to process in accordance with the Terms and Conditions of personal data processing of candidates which are in line with Decree 13/2023/ND-CP on personal data protection".