The Operations Admin Officer serves a dual role as both a receptionist and a vital support member of the operations team. This position is essential for ensuring the efficient functioning of daily office activities and delivering exceptional customer service to stakeholders and clients. The incumbent will be expected to uphold the organization’s standards and procedures while aligning with overall business objectives.

The Operations Admin Officer is expected to demonstrate a proactive approach in fulfilling his/her responsibilities, ensuring that all tasks are completed in alignment with the organization’s goals and values.

OFFICE ADMINISTRATIVE TASKS:

Manage day-to-day administrative tasks: to ensure the smooth operation of the office environment Procurement of Supplies: Manage the procurement and inventory of office supplies, ensuring that all necessary materials are available and properly organized Financial Management: Handle office-related payments within approved expense limits, ensuring timely processing of invoices for services such as courier, rent, utilities, cleaning, and telecommunications to support uninterrupted business operations. Expense Tracking: Maintain accurate and up-to-date records of office expenses and costs, providing regular reports as needed. Record Keeping: Systematically maintain and file all business records, ensuring easy access and compliance with organizational standards.

RECEPTIONIST TASKS:

Front Office Management: Greet customers and guests upon arrival, providing a warm welcome and directing them to the appropriate person or department as needed. Communication Handling: Respond to general inquiries and correspondence via telephone and in-person visits, ensuring all queries are addressed promptly and professionally. Reception Area Maintenance: Maintain a tidy and presentable reception area, creating a welcoming environment for visitors. Mail and Delivery Management: Receive, sort, and distribute daily mail and deliveries to the appropriate recipients in a timely manner. Building Liaison: Coordinate with the Property/Building Manager for visitor check-in and registration, ensuring compliance with health and safety practices, fire drills, and the dissemination of important messages or events. Additional Clerical Duties: Perform other clerical and receptionist tasks as required to support the smooth operation of the office.

VAT INVOICE ISSUANCE:

Invoice Management: Handle all outgoing invoices to customers and clients by creating and sending electronic invoices, billing statements, and invoice adjustment statements as requested by business line representatives or related parties, ensuring timely delivery. Data Verification: Check all data inputs and required information for invoice issuance to guarantee the accuracy of the final bill or invoice. Stakeholder Communication: Communicate with relevant stakeholders to gather all necessary information for issuing the final invoice when required. Adjustment Processing: Receive and process invoice adjustment requests, making necessary corrections promptly. Policy and Payment Verification: Verify the status of policies and payments within relevant systems and with Points of Contact (PICs) prior to issuing invoices, as needed. Consistency Assurance: Liaise with related parties to ensure consistency in requests from different sources, preventing duplication and errors. Reporting: Prepare and submit reports on invoice usage, cancellations, and adjustments to the Finance (FA) department and any relevant tax authorities as required. Record Keeping: Maintain organized records and filing of all invoices to ensure easy access and compliance with regulatory requirements.

CUSTOMER/BUSINESS SUPPORT:

Administrative Assistance: Provide support to Underwriting (UW) teams with various administrative tasks as required or assigned by the Operations management team. Reporting: Prepare and submit comprehensive reports on all monthly payouts, including forecasts for commissions and marketing campaigns, to the Finance (FA) department. Additional Tasks: Perform any other tasks assigned by the Operations management team to support overall business objectives.

OTHER RESPONSIBILITIES:

Ad-Hoc Duties: Perform various ad-hoc tasks and responsibilities as needed to support the expansion of operational functions and the growth of the company. Flexibility in Role: Be prepared to take on additional tasks as assigned by the Operations management team, adapting to the evolving needs of the business.

Minimum of 1 year of experience in clerical office or administrative roles. Experience as an invoice clerk or in general accounting is preferred. 

Knowledge:

Accounting Software: Familiarity with accounting software and invoice processing is preferred but not mandatory.Basic Accounting Principles: Understanding of basic accounting math is essential.

Skills:

Ability to work collaboratively within a team and a strong willingness to learn.Excellent time-management skills with the ability to multitask effectively.Proficient in Microsoft Office Suite, with a demonstrated aptitude for learning new software and systems.Strong written and verbal communication skills in both Vietnamese and English.Keen attention to detail with the ability to identify errors and discrepancies.Strong problem-solving skills to address challenges as they arise.Solid organizational skills to effectively track invoices and documents.Exceptional customer service skills to engage with various stakeholders and clients.

Other requirements:

Capability to handle multiple tasks simultaneously while maintaining quality and efficiency.A strong focus on customer satisfaction and service excellence