Admin Deputy Manager

An Admin Deputy Manager is responsible for controlling administrative and clerical services in order to facilitate effective & efficient daily operations of BO and Stores

1. Stationaries purchasing:
- Purchase stationaries for HQ and Stores base on orders from the store.
- Manage Supplier, negotiate the best possible price for stationary and general office supplies to control orders, costs and time delivery.
- Plan, manage budget and use of stationeries.
2. Facility management:
- Review and approve schedules for security guards, cleaning, medical, technical service, garbage control, canteen, etc. to control and make sure the schedule and reality are adequate.
- Review the report from Service Agent, including: garbage, medical, security, etc. and propose solutions if any issue arises.
- Be leading role in facilitating supplement and arrangement for opening new store.
- Be responsible for checking firefighting equipment and usually manage fire drills for employees. Corporate closely with FF Agent of Government to get advice, information of FF. Play the main role in FF Drill.
- Be responsible for minor office fixing and maintenance. Contact Aeon Delight maintenance team if any trouble of electricity, air conditioner, lights, and other safety matters.
- Build and review facilities reports monthly, quarterly, yearly.
3. General Affairs:
- Supervise the activities performed within the office, including office expansion planning and management, implementation of procedures
- Assist other HQ Departments in the development and implementation of policies within the office.
- Develop standard operating procedures (SOP), forms and systems. Plan, develop and facilitate changes in procedures, forms and practices, work flows, personnel assignments and equipment.
- Receive feedback/concerns/complaints from staff about issues relating to working conditions and report to higher management.
- Call and conduct formal staff meetings in order to exchange information and discuss ways to make the office’s function more efficiently.
- Prepare written agendas, causes minutes, summaries of issues and action plans for reviewing.
- Regularly meet Government Agent, including: People Committee, FF Police, Department of Industrial and Trade (DOIT) in order to get new regulations, advices.
- Serve as a point of contact for information related to activities of the office and the managers.
- Control payments of all expense related to General Affairs: water, electric, gas, etc. and propose the method to control Expense effectively. Analysis all data of expense to explain the reason of decreasing/ increasing of expense if needed.
- Be responsible for checking the arrangement of business trip, preparation for Expats and employees: hotel, transportation, and ticket, travel insurance, etc.
- Monitor and check arrangement of Work Permit, Resident Card, Visa for Expats and Expat family if needed.
- Be responsible for Insurance Contract for each store.
- Make Claim Documents for any case arises if needed.
- Control all-important documents of Company and all stores: Investment license, Construction Permit … and apply new retail License for special products of each store such as rice, wine, CD, License of Building Ownership…
- Control Administrative contracts and review the agenda for renewing.
- Be responsible for application of Trade Mark, private Brand if needed.
- Build the Business report monthly, quarterly, yearly for Government Agent request such as: DOIT, People Committee…
- Respond to routine inquiries from internal or external staff, for example: the organization’s location, hours of operation, phone numbers, or email address.
4. Manage Canteen’s operation and Aeon buses:
- Manage and monitor all issues relating to services providing by Canteen, including: canteen area, meals, and canteen staff’s service.
- Meet and work with canteen supplier in case issues arise.
- Manage Aeon customer and staff buses’ schedules, bus stops. Monitor complaints or issues related to Aeon bus and propose the action plan for Holiday.
5. Rules and Regulations:
- Follow all working procedures, the company’s policies, rules and regulations.
- Check, monitor, remind and guide subordinates to follow the rules and regulations.
6. Other duties:
Other tasks or responsibilities as assigned by Admin Manager.

1. Qualifications & Experience:
- University degree.
- Minimum 05 years of administrative experience.
2. Knowledge, Skills & Behaviors:
- Good command of spoken and written English.
- Familiar with computer skills:. Word, Excel, PowerPoint, Outlook and Internet.
- Strong verbal and creative written communication skills.
- Detail oriented and able to handle multi-tasks.
- Must have good organizational, time-management, leadership skills.
- Reasoning ability: Ability to definite problems. Ability to solve practical problems and deal with difficult situations.