Office Executive

Ho Chi Minh city 26 January 2021
DESCRIPTION

The Office Executive, assigned to PYCO Digital business line in Vietnam office will play a proactive and dynamic role in office operations. This person will be reporting directly to a designated leader of Office team within Operations department.

RESPONSIBILITIES:

1. Reception (20%) 

  • Front desk reception, greeting visitors, manage phone calls and taking messages.
  • Handle incoming and outgoing post mails & follow up per request
  • Collect bills, key in data and report monthly to proceed payment to vendors/suppliers.
  • Play as an internal and external contact point for office matters.

2. Office Support (80%)

  • Assist with scanning, photocopying and mailing of documents and reports.
  • Documentation: translate documents, manage office contracts & office supplier contracts, prepare and review contract, follow up in getting reviews and approvals of seniors.
  • File and store soft and hard copies of bills/invoices/receipts for further access.
  • Maintain inventories of office supplies. 
  • Be responsible for minor to major office fixing and maintenance. Be a contact with building management and office suppliers if there is any trouble of electricity, air conditioner, lights, and other safety matters.
  • Support office fit out projects
  • Manage other office administrative activities: office lease/renovation, purchasing, etc.
  • Manage office facilities, included working place capacity to propose monthly plan to supervisor 
  • Control and keep track Department expense & related documents
  • Be in charge as Office fire warden and be responsible for Fire protection equipment maintenance at Office level
  • Manage company Taxi account & monthly report taxi expense
  • Providing logistics support for:
    - Visitors to PYCO, such as visa application, agenda, accommodation booking, pick-up service, dining reservation, gifts and outing trips
    - Staffs who go for domestic or overseas trips, such as air ticket, insurance, accommodation, transportation, etc.
  • Monthly reports for internal department and relevant departments/projects
  • Month payment process for suppliers/partners 
  • Other tasks as assigned

WORKING TIME & LOCATION:

  • Time: Mon-Fri, 9am – 6pm
  • Main office: E-town 3 Building, 364 Cong Hoa Street, Ward 13, HCM City.

AUTHORITIES:

  • Send e-mail to all PYCO Internal and partners about Office related matters.
  • Review and approve order monthly F&B purchasing plans within approved budget
  • Manage meeting room booking on system
  • Conduct evaluations for office suppliers as assigned. 
  • Conduct or review and approve the paper for process of moving office properties in and out the office prepared by Office Assistant, and in liaison of necessary other department / managers (like Admin). 
  • Random check on work and approval of Office Assistant.
  • Review reports and plans proposed by Office Assistant.
  • Review & control information/ asset owned by the Department when assigned. 
  • Be responsible for following and maintaining Department's policy and procedures, information security.
  • With the projects / initiatives assigned to :
    - Make and propose plans and reports
    - Request for authority approval to upper manager for conducting the job.

REQUIREMENTS

  • At least 2 years of working experience in relevant jobs (assistant, operation staff, office administration) is required.
  • Bachelor Degree in English, Economics, Office / Business Administration or equivalent qualification is preferred
  • Ability of working in a team as well as independently is a must
  • Demonstrated strong organizational skills, including time management and ability to prioritize and manage a range of tasks pro-actively.
  • Strong self-motivated, client service and goal orientation.
  • Detail orientation and good memory
  • Good communication skills, both written and oral in English and Vietnamese
  • Strong skills with Microsoft Office Suite & G Suite 
  • Ability to type at a rate from 48 wpm
  • Experience in large/multinational working environment, IT industry or working with expats is a plus
  • Experience in company trip arrangement or office fit out is a plus.
  • At least 2 years of working experience is required.

ISMS requirements (when become an employee): Awareness on ISO:27001 standard and understanding about PYCO ISMS through internal/ external training courses (awareness training & refresh training also)

At PYCOGROUP, we don’t just offer you a job, we offer you your future. Here’s your chance to get your hands on…

  • The latest technologies for mobile & web development
  • Teammates that challenge you to exceed your limits
  • The finest IT tools to raise your potential to even greater heights
  • The power to deliver some truly awesome products & services
  • Cutting-edge collaborative software development
  • A career path that allows you to learn and grow
  • Attractive annual bonuses
  • Private health care program

SEND YOUR CV OR INTRODUCE YOUR FRIEND?

Do you recognize yourself in this role? And, are you willing to shape the future of the digital world with us?

Or, would you like to refer your friend to this job?

Please send an email to thuy.ka@pycogroup.com