Admin Executive

A. Contract Data management:
• Create and manage contract data projects & Client in software (Masecom);
• Create new ORF, PN in Masecom and manage ORF number on excel file;
• Record staff information for internal use;
• Storage hard copy of signed contract: send original to accounting, scan to save soft file and keep the copies on folders following 5S;
• Make new contract/ annex/ liquidation contract basing on information from sales and operation.
B. Report follow up & assistance:
• Collect service report and send to accounting dept to issue invoice;
• Making service charge, proforma invoice, payment request for some special client: AEON, COCA COLA, UNIS;
• Make monthly service report follow up file, update for soft service section department;
• Input data for Monthly material order of soft service department.
C. Supporting purchasing department and storekeeper
• Support purchasing department in paperwork: get BM’s signature, stamped, scan and send back to purchasing excutive;
• Send PO with BM’s signature and stamp to the supplier;
• Send AFP with BM’s signature, stampt and validation email to accountant.
• Make out stock of material and uniform in case the storekeeper is absent;
D. Admin job:
• Record/send/distribute mails/documents in and out of office.
• Manage pantry stock such as: tea, coffee, mineral water, tissue-papers, monthly order within the budget
• Book Flight tickets, hotel when needed and process relevant payment
• Support in visa application for guests
• Check, record & arrange payments for bills of subscription phones, monthly stationery using for office and sites, taxi, water, air tickets, car rental, office lease, desk phones and others on time. Prepare relevant reports as required
• Make advance, order and make payment food for monthly management meeting or following manager’s requirement;
• Notarize documents (licenses, certifications, documents) when required,
• Be backup for Receptionist and Admin staff at Customer’s premise when necessary.
• Support to translate and prepare document of bidding if necessary
• Make timesheet for office staff of HSD/SSD/Office Dept.

- Professional working environment - Accident insurance - Compulsory social insurance - Other benefit as company policies.