Admin Executive (Luxury Retail)

Job Title: Admin ExecutiveDepartment: People and AdminEmployment Type: Full-timeOffice location: Ngo Quyen, Hoan Kiem, Hanoi ABOUT THE JOB:Reports operationally to: Head of People and Admin The roles and responsibilities of the Admin Executive include but are not limited to:1. Human Resources and Administration:· Playing a main responsible key executor to provide high quality service to the People and Admin division in office management · Executing and coordinating special projects of the company business· Managing meeting room’s calendar as well as associated operations· Providing assistance and support on logistic arrangement, payment and collecting support documents for major MKT events of the Company· Performing clerical and admin tasks such as receiving calls, arranging appointments and ordering workplace supplies and equipment · Taking initiative and control on petty cash fund for the Head Office expenses· Collecting supporting documents, creating PO and following up with payment timeline for daily/monthly/quarterly/annually departmental expenses, such as: EMS, Grab for business, electricity, water bills, stationery, internet, etc. · Providing support to create idea, concepts and put together into a design for EB activities: recruitment, internal events, birthday calendars, welcoming messages, etc. 2. General Affairs and Legal:· Liasing with OE and GA Manager to provide coordination tasks such as booking meeting venues, desks and chairs, audiovisual equipment, preparing documentation, meals arrangement, dining experience etc.· Performing general document control management tasks such as managing contracts with suppliers and vendors, supporting claim paperwork, preparing legal documents and other documents, processes with OE Manager’s supervision and guidance · Working closely with government offices to proceed with legal documents for the Company · Providing support for the necessary paperwork for new businesses · Liaising with People and Admin team in Hanoi to ensure the operations run smoothly 3. Sales administration:· Performing sales transaction documents management such as following up with sales team to collect, review and deliver to F&A department for further process under OE Manager’s supervision and guidance · Ensure sales and service order and invoice accuracy· Collecting supporting documents, creating PO and following up with payment timeline for daily/monthly/quarterly/annually botuique operations’ expenses, such as: EMS, Grab for business, electricity, water bills, stationery, internet, equipment and suppliers, etc. · Internal transfer (PO, SO, invoice, E-invoice) and imported goods· Check daily sales and service report· Manage order delivery timeline· Compile sales/service reports and monitor sales/service reports4. Personal development: · Demonstrate exemplary ongoing self-development and personal growth· Continuously improve knowledge about Watches, Automotives, Fashion, Jewelry and other lifestyle aspects5. Team-effort duties:· Being responsible for boutique uniforms production for the employees when required · Executing on random checkup security team to ensure they always follow grooming standards and punctuality · Building and maintaining relationship with front of the house teams and providing assistance on collecting and scanning document · Maintaining open, professional and ongoing communications with management and colleagues· Serving as a positive role model and represent S&S appropriately at all times· Participating in the training of new colleagues (product knowledge, procedures, company policies, etc.)· Adhering to and upholding all S&S Group core values, policies and procedures· Contributing to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the quality of work and services; helping others accomplish related job results as and where needed· Other tasks and responsibilities assigned by Head of People and OE Manager which may be adjusted from time to time.KEY SELECTION CRITERIA· Education: College or university degree in related field. · Employment/ Professional Experience: at least 3 years of experience in a similar role such as HR and/or office administrative roles.· Competencies - Knowledge, Skills and Abilities:o Aligned and inspired by S&S core values: Unconventional | Deliver Excellence | Independence | Kindness | Integrity without Compromise.o Intermediate English (both written and spoken)o Strong proficiency of Microsoft Office 365 applications.o Good interpersonal communication and listening skills.o Good organizational skill.o Good-to-excellent self-learning skill is essential.o Young and dynamic with growth mindset.o Strive for perfection yet realistic and solution-oriented. o Calm, patient and emotionally impermeable.o Interest and knowledge in art, fashion, gastronomy, architecture is a plus.