Administration & Records Management Specialist

Mô tả công việc

I. Clerical and Records Management:

1. Manage and safeguard the company seals; affix seals strictly in accordance with the Company's authorization levels and procedures; update the seal usage register and file related records.

2. Receive, classify and register incoming and outgoing official correspondence; route correspondence to the appropriate departments and individuals; track issuance and archiving in accordance with regulations.

3. Organize and store electronic copies of official correspondence and legal documents of the Company and its projects on the server according to a standardized folder structure; ensure documents are easily retrievable and access rights are controlled.

4. Prepare and update hard-copy archive files and place them in the archive room/filing cabinets.

5. Manage the records and document archive; coordinate with Divisions/Departments to package records and maintain inventory lists tracking the intake, release and retrieval of records; ensure records are securely preserved.

6. Issue official letters and internal announcements to employees via Base in line with approvals and distribution lists.

7. Periodically review the condition of records and update the archive inventory.

II. Administration:

1. Manage tools and supplies (T&S) and equipment at the Head Office and project sites:

- Raise purchase requests; receive, issue and retrieve T&S/equipment, and monitor their usage status.

- Assign and affix asset codes, and update information in the asset register.

- Coordinate with the Finance & Accounting Department on periodic and ad-hoc stocktakes.

- Track repair, maintenance and disposal needs, and prepare the related documentation in accordance with procedures.

2. Monitor the quality, scope and timeliness of office services such as plant care, cleaning and other administrative services; prepare payment documentation in accordance with regulations.

3. Purchase and process payments for essentials, sundries, confectionery, decorative flowers, snacks and other supplies for the day-to-day operations of the Office and the Board of Management.

4. Purchase and prepare offerings for full-moon and first-day-of-the-lunar-month rituals, weekly rituals at the worship room, and other ceremonial activities of the Company/projects throughout the year.

5. Support the organization of Company events and internal activities; perform other administrative tasks as assigned by the Director of the HR & Administration Department and the Board of Management.

Yêu cầu

Độ tuổi: 25-35

Giới tính: Female

Trình độ:

• College diploma or higher; preference for majors in Public Administration, Office Administration, Records and Archives Management, Archival Science, Library and Information Science or related fields.
• At least 03 years of experience in administration, records and archives management or an equivalent role; preference for candidates with experience at real estate or construction companies, or in managing project records.
• Knowledge of clerical and archival procedures, document and records management, and seal management.

• Experience in managing records archives and assets/T&S, and in overseeing office services.
• Preference for candidates familiar with traditional ceremonies and spiritual rituals, with experience preparing and organizing such activities in a corporate setting.

Kỹ năng và kiến thức:

• Able to organize, classify and retrieve records systematically; meticulous, accurate and confidentiality-minded.
• Proficient in Microsoft Office, especially Word and Excel; experience with document management systems or internal platforms such as Base is an advantage.
• Skilled in maintaining inventories, reporting, stocktaking and data management.
• Able to coordinate effectively with multiple Divisions/Departments, suppliers and project teams.
• Clear communicator; proactive in handling tasks, tracking deadlines and following up.
• Honest, responsible, organized and attentive; service-oriented and flexible in supporting events or ad-hoc tasks.

Yêu cầu, tố chất khác: