Jobs are sourced directly from employers. No recruiter involved. Apply through the employer's link to make sure your application reaches the right people. → Bookkeeper/Receptionist
Responsibilities:
1. Office Reception & Access Coordination
- Ensure the smooth function of office reception: answering the telephone, receiving and greeting guests/ visitors; and coordinate office access (building passes/security) for staff and visiting consultants at the IESC Hanoi Tower office.
- Send, receive and record all incoming and outgoing correspondence to ensure timely communication within the project.
2. Office Operations & Facility Management
- Maintain office supply inventories and coordinate regular maintenance for all office equipment (AC, printers, etc.) to ensure a functional working environment.
- Provide onsite logistics assistance, including arranging local transport (taxi/grab) for staff and consultants, setting up meeting rooms, and coordinating office services (cleaning, drinking water, stationery). Maintain an effective office correspondence filling system, including copying and scanning documents as necessary;
- Provide general clerical support, including printing, scanning, and organizing project-related folders and physical files as requested.
3. Financial & Asset Administration
- Manage the office petty cash fund and service payments: handle small disbursements for office expenses (taxi, courier, utilities, stationery, and consumables) while ensuring all payments are supported by valid invoices for monthly liquidation with the Accountant.
- Tag and track office furniture and equipment inventory and update the inventory tracker to ensure accurate asset records at the Hanoi office.
4. Procurement & Administrative Support
- Support in getting quotations for necessary procurement of office/ stationery supplies and/or equipment;
- Support the Procurement process by posting RFP advertisements on designated websites and providing administrative assistance for bidding meetings as requested.
- Provide logistic assistance for meeting and workshops when required;
- Assist in managing any document courier services to ensure the safe and timely delivery of project documents between offices and partners.
5. General Duties
- Complete other tasks as assigned by the Finance and Administration Lead.
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