Pernod Ricard Việt Nam

Position: Admin Supervisor
Report to: Head of HR
Direct Subordinates: 02 Receptionists (HCM & Hanoi) & 02 Tea Ladies

JOB SUMMARY:
- Be responsible for keeping nationwide offices (in HCM, HN and Danang) running smoothly and overseeing administrative supports.
- Play the main role in administrative support to company ad-hoc projects.

KEY RESPONSIBITIES:
1. Supervising office administration: Playing the main role in keeping nationwide offices running smoothly and overseeing administrative support with high consistency and optimum level.

i. Facilities Services management:
• Manage office equipment, office supplies and facilities: contact and handle maintenance services when needed, ensure the office is always clean and well-functioned.
• In compliance coordinating in-out process to deliver and receive packages and other procedures with the building.
• Supervise administrative staff (reception and tea lady) to ensure the best service to staff and daily follow-up and making sure that office facilities are maintained and in good condition for using by coordinating with contractors, suppliers, vendors, construction partners and departments for solving any office issues.
• Tracking/ manage and control administration expenses via monthly reports as: telephone, subscriptions, internet, leasing office, cleaning, maintenance services, car rental, taxi services and renting apartments, etc.
• Coordinating for domestic and international business trips, including flight, hotel reservations, company car arrangement and car rental reservations.

ii. Expatriate arrangement:

• Obtain visa letter and visa procedures for foreign visitors
• Obtain expatriate logistics and papers arrangement such as: Work Permit, Temporary Residence card, Housing contract, office notarization (upon request) etc.
• Obtain updates on business legal documents with government authorities
• Filing, organizing and following up in administration documents such as: legal documents, expatriate documents, services contracts, payments and other office documents.

iii. Administration planning tasks and reports:

• Drafting new contracts with suppliers/vendors and outside services upon request
• Produce monthly, quarterly and yearly expenses report and submit to relevant departments such as telephone, subscription internet, leasing office, cleaning and maintenance services, car rental, taxi services, renting apartments, airfare etc.
• Create presentations and produce reports at management level
• Playing key role in budget design and control related to administration expenses and employee activities/ entertainment benefits container
• Together with team building up and implementing effective and compliant administrative procedures and system

iv. Employee engagement activities:
• Coordinating with S&R team for Company events (from bidding, planning, budget management and execution) such as Kick-start Meetings and Year End Party, etc.
• Organize staff activities such as: Sport Clubs, Birthday celebration, New Year event, Woman days, Children Day, Christmas celebration, etc.
• Organize and coordinate internal and external events in office bar through teams and 3rd – parties

2. Ad-hoc/ Assistance tasks as required:
Ad-hoc projects:
• Fully in charge of administrative parts in company ad-hoc projects
• Being the project leader of Office Renovation and Setting up new offices nationwide.

Assisting Board of Management:
• Housing & T&E management
• Purchasing tickets and tracking Home Leave Budget expenses
• Organizing meetings/appointments/events with partners in terms of Administration field
• Manage company’s database and filing system, supporting management and clearing travel and entertainment expenses and reports.