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About the role
The Operations Assistant (OA) is a full time position and has a key role in supporting and preparing for AsiaMotions' programs. The OA works with managers and staff to ensure administrative and preparation tasks are completed as needed in the program's operation.
We are looking for a member who has a great interest in this field of Adventure and Outdoor education, a self-driven team player. The position requires taking ownership of working with suppliers for programs preparation, purchasing equipment, managing operational documentations, supporting and keeping track of operational processes from the office. The OA will work alongside the Operations team including Program Leaders & Program Managers and report to Operation Office Manager, supporting AsiaMotions in all aspects of operations organization.
Responsibilities
In charge of working with suppliers:
Pre-booking and follow up the booking for the programs.
Prepare handover pre-booking documents per program and handover to the Operations Delivery team.
Collect, negotiate for the best price, and update quotation/price from suppliers on the company server.
Follow up and keep track of contracts, deposits and payments.
Manage suppliers' database, standards & quality of service, providing effective feedback when necessary.
Research and make purchasing orders for goodies, uniforms and equipment following the plan from Operations Office Manager.
Manage operational documentations and company server's organization:
Be responsible for creating templates, updating log and forms and operational documents.
Sort out and manage templates, documents, files, folders on the company server, make sure they are in the right categories/location.
Be able to help team members navigate the location of documents .
Support on programs preparation & operational follow-up:
Prepare programs' folder for each program
Prepare programs' documents and handover to the Operations team
Tracking on program process and documents filling from programs' folders
Collect, keep track for operation's feedback & reports in order to coordinate for improvement:
Collect and keep track of all internal feedback related to the programs, staff, organization.
Collect and keep track of external communication such as Incident report, Satisfaction survey, Inspection report.
Analyze all operations' feedback and communication to report to the Operations Office Manager.
Share data with the Operations Delivery team for improvement.
Assist with onboarding process with operations' new team members in terms of materials and server guide:
Prepare reading materials & company standards/policy
Help team member to get familiar with company server, and how to use forms and templatesRequirements for the position
Native Vietnamese and fluent in English.
Proficient in all business software (mainly MS Office).
Strong and clear written and verbal communication skills.
Excellent analytical aptitude.
Good at negotiating when working with suppliers; has an eye for details.
A self-driven individual and a team player respecting and contributing to the common culture in the workplace.
Be able to deal with emergencies, flexible and proactive in problem solving with a high sense of responsibility.
Possess strong organizational abilities and adaptability for a fluctuating and multi-tasked environment.
Ability to work under high pressure.
Good at time management.Benefits
1-year full-time contract with pro-rata 13th month salary.
Receive in-house training during the calendar year.
AsiaMotions provides full insurance benefits according to the Labor law, including public health insurance and social insurance. We also provide a private health insurance chosen and paid by AsiaMotions.
Have access to leave days and compensation days according to the company's policy detailed in the Employee Handbook.
Applicable for onsite participation (with transportation, accommodation, F&B during programs being covered by AsiaMotions).
Receive allowance for phone card.