HR-Admin Executive

Role Description  

The position of the HR Admin Executive will be responsible for the performance of a variety of duties relating to finance, administration and support for the Human Resources department.  

This position will carry out the role of Finance staff to work with outsourcing firms to make sure all transactions and documents are recorded properly, manage bank accounts and cash, proceed approved payment, report the status of finance data. 

The role also includes administration tasks to keep the office running smoothly, which includes but not limited to equipment management, purchasing, document management, receptionist and event organizing support. 

Lastly, the Admin Executive will support the Regional HR Manager by filing and preparing staff documents, coordinate on social insurance matters, prepare equipment for new joiners and leavers, support in organizing company events such as monthly birthdays, teambuilding, team dinner and New Year’s celebration and act as point of contact for officials in case of office inspection.

Capabilities & Skills 

Precision in Work Output - Work collaboratively with minimal supervision while managing aggressive deadlines and multiple priorities. 

Organizing - A logical, systematic and coherent mindset to arrange documents, prioritize events, tasks into a time and cost efficient manner. 

MultiTasking - Able to provide multitasking service included and not limited between Finance tasks and Admin tasks.  

Coordination - Coordinating between internal departments, and/or external vendors, suppliers, partners to make sure all information is correct and clear, tasks are finished on time as scheduled. 

Job description 

Finance 

• Handle the payment of office expenses (taxi, express, office phone, photocopy, house rental, office rental, office properties…) 

• To compile, copy, sort out and file records of office expenses, business transactions, with supporting documentation (contracts, invoices, and receipts, etc.). 

• Collaborate with the accounting firm for office’s expense records, make sure transactions and documents complied with accounting, legal, tax regulation. 

• Manage bank accounts and cash usage. 

• Prepare weekly and monthly management reports  

Admin 

• Equipment management:  

• Update and manage inventory 

• Check and maintain the equipment in good condition. Request to repair or replace to Management if needed 

• Document: composing/preparing administrative documents, getting approval from the Management and filing documents in the office. 

• Receptionist: receive calls, send/receive post, greet and assist visitors, booking meeting rooms and follow up on the schedule. 

• Purchasing: Research, propose options to management, and proceed to purchase with vendors. 

• Perform other tasks if required. 

Human Resources:  

• Recruitment: coordinate interviews and screen applications when necessary 

• Onboarding & Offboarding:  

• Support collection, signing, scanning and filing documents such as contracts, insurance forms, ID, etc. 

• Check employee contracts in Vietnamese language  

• Prepare equipment for new joiners and leavers 

• Develop and carry out efficient documentation and filing system for both paper and electronic records 

• Attendance & Overtime:  

• Keep track of attendance and approved leaves 

• Generate attendance and overtime reports 

• Reimbursement and welfare: Support collection, signing, scanning and filing welfare and benefit reimbursement documents. 

• Support in organizing company events such as monthly birthdays, teambuilding, team dinner and New Year’s celebration 

• Advise local practices, especially on local laws and regulations. 

• Act as point of contact for officials in case of office inspection 

Requirements: 

• College or University degree 

• At least 2 years of experience in an administration or HR role 

• Comprehensive communication in English 

• Reliable, accurate, patient, neat and tidy, self-learning attitude 

• Have mindset of self-learning and improving