Damen Song Cam Shipyard Co., Ltd

PURPOSE AND SCOPE OF THE JOB
• Being responsible for related activities
• Distribution and registration of technical documentation and certificates of Damen vessels to all departments involved , so as to contribute to an efficient supply of information
• Besides, getting involved in other general administration jobs required by manager

KEY RESPONSIBILITIES/ ACTIVITIES
1. Prepare and organize meetings and company visits
- Helping to prepare and organize meetings and company visits.
- Helping to draft the program in consultation with ME
- Sending invitations
- Booking a conference room and arranging the catering
- Receiving visitors

2. Accurate and attractive correspondence and documents
- Arranging correspondence and documents.
- Drawing up letters, announcements, etc. in accordance with relevant instructions in English.
- Translating letters into and out of English and Vietnamese.
- Handling post and email messages, on request
- Collecting supplementary information for the rapid and efficient handling of correspondence
- Being discrete to important information
- Filing documents and co-managing the archive

3. Travel arrangements and hotel reservations arranged
- Arranging foreign travel and hotel reservations.
- Coordinating travel plans
- Making agreements with the contracted travel agency
- Applying for visas
- Drawing up a travel schedule with the required addresses, telephone numbers, reservation numbers, flight details, foreign currency, overview of agreements/ appointments, documents for meetings, etc.

4. Administration
- Support manager to prepare the budget and forecast for administration costs
- Audit the cleaning activities
- Oversee the weekly car usage schedule
- Ensure that the dirvers are following handbook rules
- Monitor and prepare payments for car rental costs for subcontractors including Grab and taxi.
- Monitor and prepare payments for car-related expenses for drivers.
- Monitor and make payment for car insurance policies.
- Monitor drivers both internal and external

5. Other tasks
- Complete other assignments requested by managers
- Compliance with company and employment regulations
- Keep the workplace clean and in order
- Meet the "HSEQ Statement" and applicable safety regulations (including legal obligations)