Receptionist cum Office Admin - 3rd Party Contract

RESPONSIBILITIES1. Receptionist Responsibilities:Be responsible for reception area:• Serves visitors by greeting, welcoming, and directing them appropriately and notifies company personnel of visitor arrival• Maintain the security and telecommunications systems as part of administrative duties.• Receive calls, emails, letters, and faxes from customers, dealers, Ecolab companies, and other parties in a polite and professional manner, representing Ecolab as the first point of contact.• Transfer all received communications (calls, emails, letters, faxes) to the appropriate people or departments promptly.• Handle incoming and outgoing letters, papers, and mails, ensuring they are delivered or transferred to the correct departments.2. Office administration• Supporting visitors/expats travel logistics in/out Vietnam: Responsible or coordinate with agents on expatriate services: visa, work permit, etc., take care of expat in facility and others with his/her assignment in Vietnam. Be responsible for all logistics arrangement for visitors travelling in Vietnam.• Manage the travel and logistical arrangements (e.g., hotel booking, transportation arrangements, visa, etc.) for CM and support function.• Provide general administrative support (e.g., name cards order, coordinate and manage complex scheduling/ meetings for multiple executives/ leaders)3. Company stamp• Ensure company stamp is stored in proper place• Check and stamp all documents as per POA and company policy before inputting into logbook4. In direct purchasing (office/function)• Preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products, or services; presented to HR Operation Lead for approval• Monitor, track and ensure the office is stocked with necessary supplies • Manage the organization’s office and storage space. • Perform as liaison with various vendors, providing maintenance, security, and other occupancy services;• Support in the procurement of non-core business supplies and services. - Create PO/ PR and submit into system for approval (from HR Operation Lead) - Execute monthly payment upon approval (from HR Operation Lead)5. Facility management: • Oversee maintenance and functionality of the office space• Support in the coordination of office repairs, renovations, and office layout adjustments.• Ensure office equipment is working and properly maintained;• Manage parking service in Company Building.• Assist with invoicing and vendor relations.• Contact point for Office building (including Hanoi & HCMC)6. Support in SHE (Safety, Health, and Environment)• Promote and ensure compliance with safety, health, and environmental regulations.• Conduct regular safety inspections and implement corrective measures.• Organize safety training programs for employees.7. Cleaning management: • Supervise cleaning services for the office premises.• Ensure cleanliness and hygiene standards are maintained.• Address any cleaning-related issues promptly.8. Petty cash management• Manage the purchase of food/ necessities for ad-hoc events/ meetings/ tea break according to the petty cash guidelines0. Support for Company Events & Activities• Assist in planning and organizing company events and activities.• Coordinate logistics, venue bookings, catering, and other event-related tasks.• Provide administrative support during events to ensure smooth execution.10. HR support• Support HR team in collecting/ managing/ monitoring HR filing such as Dependent record, personal file, etc.11. Other tasks assigned by Line Manager