Admin Assistant

The Administrative Assistant is the front-facing point of contact for WinkM Headquarters Office, and overall maintain the administration of Wink Office and its team. They are friendly and approachable, welcoming all guests and maintaining a good presentation standard for themselves and the company. They are organized and well-planned, vetting appointments, coordinating meetings and bookings, and communicating proactively with respective team. They are detail-minded and can multi-task, managing supplier contracts, monitoring budget, and overall ensuring the office space is well-kept and maintained. They liaise between Wink Management team and the finance, HR, and other departments to fulfill necessary administrative tasks, document processing, and document control.

The Administrative Assistant coordinates with colleagues and managers and acts a buffer between guests and suppliers to streamline office operations and maximize quality and efficiency while reducing costs. They should be knowledgeable, well-planned and organized with a proactive attitude and strong leadership skills.

Responsibilities

• Coordinating day-to-day administration operations of the office and team members; overseeing cleaning team and stock supply

• Greeting guests and acting as buffer between guests and team regarding team availability, meeting schedules, meeting room reservation and booking, follow up contact, and any other required support

• Responding to telephone calls and handling enquiries in a professional manner

• Developing, reviewing, and improving administrative systems, policies, and procedures

• Creating and distributing templates and reports for team as requested

• Managing and overseeing documentation and legal licenses for Wink Hotels; ensuring all documents are created, signed, recorded, stored and backed up, and retention policies followed

• Following brand standards and guidelines of Wink Hotels through all means of communications and reporting

• Coordinating with and following the scheduling and reporting requests of management team

• Engaging and maintaining with suppliers and vendor, sourcing new and building relationships with existing companies and points of contact

• Reviewing contracts and scope of work; supervising quality of services, product, and conduct; acknowledging expiries for punctual delivery and renewal periods

• Coordinating communications and meetings with management team, and following tendering process for quotations gathering and purchasing procedures

• Preparing, organizing, reviewing, revising and printing documents, as requested, with anticipated learning curve for increased skill set; becoming familiar with Wink style guidelines, tone of voice, template and content standard for consistent and on-brand review and adjustment for all documentation

• Highly focusing on ability to mulit-task, prioritize, communicate effectively, and provide flexibility in scope of work, as needed, day-to-day

• Highly focusing on active listening and straightforward dialogue

• Ensuring office is stocked with necessary supplies, printings and all equipment is working and properly maintained

• Working with accounting and management team to set budgets, monitor spending, create cost-saving initiatives and process expenses

• Planning, scheduling, and coordinating booking requests of travel, accommodation, flights, reservations, and other

• Collecting, organizing, and storing information using computers and filing systems

- Full contribution of SI, HI and UI on basic salary

- Active, balance and professional working environment

- Productivity focus not time attendance

- 15 days of annual leave

- Fun and playful internal activities 

Work Experience Requirements

• 1+ years’ experience in office administration as receptionist, assistant or similar role, with experience in hospitality a plus

• Computer proficient and extensive use in software programs, digital applications, spreadsheets and document control

• Good written and verbal communication skills; ability to work well with colleagues and management

• Knowledge in office management, office systems and procedures; hands on experience with office equipment, i.e. photocopiers, printers, etc.

• Experience in reporting, meeting coordination, and scheduling

• Bachelor’s degree in business administration, management, or related field

• Fluency in Vietnamese, good in English, other languages a plus

• Familiarity customer service and budget adherence

• Willingness to continue building skills through education opportunities

Please send your updated CV to email address: Tin đã hết hạn.