Administrative Staff

Job Description

Position: Administrative Staff

Reporting to: KOTO Training Center Manager

Location: Bac Ninh

Application Deadline: 26/01/2024

Responsibilities

1. General Office Support:

Provide overall administrative support to ensure efficient office operations.

Manage and organize office files, documents, and records.

Answer and direct phone calls, emails, and inquiries to the appropriate personnel.

2. Data Entry and Record Keeping:

Maintain accurate and up-to-date records of important information.

Perform data entry tasks and ensure data integrity in various systems.

Assist in the creation and organization of reports and documents.

3. Scheduling and Coordination:

Schedule appointments, meetings, and conferences as requested.

Coordinate travel arrangements and accommodations for staff, as needed.

Assist in planning and organizing company events and gatherings.

4. Communication:

Draft and prepare official correspondence, emails, and other documents.

Facilitate communication between internal teams and external partners.

Ensure timely dissemination of information to relevant stakeholders.

5. Legal Document Management

Compile a comprehensive dossier for the application of relevant licenses.

Regularly review and update documents to align with changes in government laws and regulations.

6. Office Supplies and Equipment:

Monitor and manage inventory of office supplies.

Liaise with vendors and service providers for office equipment maintenance.

7. Visitor Management:

Greet and assist visitors, ensuring a positive and professional experience.

Manage the sign-in and security procedures for guests.

8. Expense Management:

Assist in tracking and reconciling office expenses.

Submit and process expense reports in a timely manner.

9. Assistance to Management:

Provide administrative support to the Training Centre Manager.

10. Adherence to Policies and Procedures:

Ensure compliance with company policies and procedures.

Qualifications

College or University studies is required; additional qualifications in office administration are a plus.

Proven experience in administrative roles.

Proficient in office software (e.g., Microsoft Office Suite).

Excellent organizational and multitasking abilities.

Strong communication and interpersonal skills.

Attention to detail and accuracy in work.

Ability to maintain confidentiality.

Positive attitude and a willingness to learn

WORKING CONDITIONS AND BENEFITS:

Work Hours: Your standard work schedule will be from 9:00 AM to 4:00 PM, Monday through Friday, primarily at KOTO Training Centre in Phat Tich, Tien Du, Bac Ninh.

Transportation: The company provides a bus service to pick up staff from Tran Nhat Duat Street, Hanoi, and transport them to the Training Centre.

Professional Growth: You will have the valuable opportunity to collaborate closely with an experienced line manager, fellow staff members, foreign volunteers, and experts.

Supportive Work Environment: We cultivate a compassionate and supportive work environment that prioritizes the well-being and professional development of our team members.

HOW TO APPLY

Interested candidates are encouraged to provide their detailed curriculum vitae with letter of application to lien.bui@koto.com.au by January 26th, 2024.