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Administration Manager

Job Purpose

 Monitor and responsible for all Admin activities : including office services and facilities to ensure good and safe working condition for company offices and brewereries.

Accountabilities

No.

Key Activities

 

1

Office lease management: site visit, site summary report, provide consultancies: pros & cons, get approval for negotiation, process lease contract, follow up duration of lease contract

Office renovation – new office: receive the approved of office renovation/new office – Site survey, site summary report, give consultancies for user, get confirmation from PD & User to deal with landlord – sign lease contract (for new office)- Collect confirmed request from user – Work with the designer – Check & send the lay-out to user – Get the feedback from user – Designer work for final lay-out & BOQ – Sent to Procurement for tendering- Admin at site process the doc.: capex, SC, PO…- Supervisor the renovation till hand over to user.

Office closed: Dealing with landlord when receiving the confirm of closed office from MT – Work with the reinstatement co., for BOQ - Sent to Procurement for tendering- Admin at site

process the doc.: capex, SC, PO…- Supervisor the reinstatement till hand over to Landlord.

Maintain relationship with landlord: Keep the good relationship with landlord to have good deal when needed.

2

Keep the working condition of HO in good, safe condition: having checking schedule to check all furniture, system, equipments and have plan to maintain or repair the defects

Provide consultancies to Sales Admin/ Admin in Brewery to keep Sales office in good, safe condition:

Guiding Admin at site how to make the office checking schedule and consulting Admin staff to solve all problem.

Supervise, training and coaching Sales Admin & Admin in Brewery to carry out their task

 

3

Office Services-

Lead admin team to execute all office admin activities:

Mail, Doc., cargo in and out

Register visitor, meeting, event to VCB building

Face ID – access card, locker for new staff

Lunch, motor keeping for staff

Beer delivery for staff

Work permit, visa for experts

Stationery order and delivery

Meeting room booking & other services

Maintenance office facilities: furniture, system, equipments…

Disinfectant Spray Office during pandemic time

4

Car rental management: Receive the approval car rental request from Admin at site – check car using condition – sent car rental request to Procurement for tendering – receive the result of car tendering – pass to Admin to make car rental contract on the system .

Manage the rental car operation: receive the feedback from admin at site and user about car rental operation – solve all the problem which concerned to car rental – keep in record for supplier’s violation, inform to Procurement serious violation of supplier and together solve problem.

Telematic management: make sure 100% car rental equipped with telematics – make sure Admin and Safety at site usually access the telematics – Follow up the telematics data report which Admin sent to Safety – responsible for Global telematics inspection together with: driver data (CV, Health certificate, Driver license, car maintenance schedule, car checking, car inspection..)  

5

Company event: Townhall, YEP, Staff day, HO internal event…: Admin to prepare venue, menu, beer, AV system, logistic…together with CA to organize the event base on the confirm agenda from CA.

6

Together with safety team to take care all security & Safety for HVB office:

Security: Check the operation of access control and CCTV system for office security, make sure all system works well, can access anytime and export the report when required.

Safety: well check to find all risk, near miss to avoid any accident for staff during working.

 

7

Manage HVB & HVBB asset: responsible for all HVB asset, give consultancies to Admin at site how to manage HVB asset

8

Cost control: manage all Admin expenses within OH and budget.

9

Training, coaching Admin team

Business Context

Key contacts and contact purpose:

 

 

 

Internal:

  • All Departments in HVB
  • Sales teams/ People Admin at Breweries
  • Finance, Legal Affairs

External:

  • Suppliers
  • Landlord

Challenges:

  • How to give good justifications with data from different sources/
  • How to harmonize all user desire with company regulations.
  • Unexpected requirements and changes from management.
  • How to delivery valuable service, superiors timely for all admin task.

 

Position profile

Qualifications:

  • University degree (prefer Business Administration/Economics)

 

Experience / skills required:

  • Knowledge of office services and facilities management
  • At least 5 years’ experience with the same position in MNC
  • Good communication/interpersonal and presentation skills
  • Good analytical thinking, negotiation and problem-solving skills
  • Managerial skills
  • To be flair, creative and innovative
  • Ability to deal with suppliers/landlord – ability to face with technical problems.

 

Language(s):

English


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