HR and Admin Executive

1. Administrative Cost Management & Control:

• Manage, track, and control all administrative expenses, including:
•  Office supplies (stationery, name cards, envelopes, etc.).
• Communication costs (telephone, mobile cards, internet, postage).
• Utility bills and office amenities.
• Repair and maintenance costs for office equipment and infrastructure.
• Courier services (Vinasun, Mai Linh, Grab, TBD).
• Printing & copying (machines, ink).
• Prepare and process payments for vendors and service providers.
• Consolidate and prepare monthly administrative cost reports

2. Office Services & Facility Management:

• Manage office supplies and other consumables, ensuring adequate stock levels.
• Oversee daily meal services: manage meal registrations, coordinate with the canteen vendor, and consolidate monthly reports for payment.
• Manage drinking water supply and office waste disposal services.
• Oversee the company's asset inventory (laptops, equipment), update records, and manage the handover process.
• Manage the issuance and retrieval of access cards.

3. Fleet Management & Vendor Relations:

• Manage and track transportation costs and services.
• Monitor the performance and service quality of the internal fleet and external transportation vendors.
• Manage and evaluate the performance of all service providers (cleaning, maintenance, etc.) to ensure high-quality service and cost-effectiveness.
• Support contract management with suppliers.

4. Reception & Guest Relations:

• Proactively gather information and prepare for guest visits to the factory.
• Coordinate with relevant departments to ensure seamless guest reception.
• Prepare meeting rooms and necessary amenities for guests and internal meetings.

5. Employee Services & Welfare:

• Distribute employee benefits and welfare items, including CJ Membership cards, holiday gifts, birthday presents, and health insurance cards.
• Provide general administrative and logistical support to all employees.

6. General & Other Duties:

• Supervise the daily quality of office cleaning services.
• Review and approve overtime (OT) requests for related service teams (e.g., laundry, cleaning).
• Perform other tasks as assigned by the direct manager.
• Coordinate with members of the HR Department to provide the best quality of human resources and administrative services
• Perform other tasks as required by superiors.

Key Performance Indicators (KPIs)

• Cost Management & Efficiency: Achieve and demonstrate effective, cost-saving management of administrative expenses against the allocated budget.
• Service Quality & Vendor Performance: Maintain high standards for the quality and reliability of all managed services and vendors, measured through performance audits and SLA adherence.
• Internal Customer Satisfaction: Secure a high satisfaction rate from internal customers (employees) as measured through regular surveys and feedback channels.