Administration Officer

Language: Chinese (must), English communication, native Vietnamese speaker

Job Summary Responsible for the dormitory, canteen, transportation and cleaning services within the plant to maintain a safe, organized, and professional working environment.

Essential Duties And Responsibilities Plant Facilities Management: ensure the plant facilities are safe, clean, functional, and compliant with company standards, which should result in facility-related issues are resolved promptly with minimal disruption to operations

• Oversee and maintain all plant facilities, including hygiene, lighting systems, electrical systems, water supply systems, drinking water systems, drainage systems, air systems (air conditioning, ventilation and compressed air systems where applicable), toilets, landscaping, office equipment, and plant supplies
• Monitor and track monthly utility consumption, including electricity and water usage, analyze trends, and recommend improvement initiatives to optimize usage and reduce costs
• Conduct routine inspections of facility infrastructure, including electrical equipment, lighting, drainage, water pipelines, air systems, and sanitation facilities, to ensure safety and operational efficiency
• Manage and monitor the drinking water system to ensure adequate supply, cleanliness, maintenance, and compliance with applicable health and safety standards
• Manage facility-related service providers and contractors to ensure service standards are met
• Coordinate and supervise minor renovation, repair, and maintenance projects for plant facilities, offices, common areas, and employee facilities
• Coordinate preventive and corrective maintenance activities with internal teams and external service providers
• Monitor facility-related vendors and contractors to ensure service quality, compliance with safety requirements, and timely completion of work
• Manage facility supplies and equipment to ensure adequate availability and functionality
• Coordinate and process utility payments for electricity, water, and facility-related services, ensuring timely payment and accurate records.
• Monitor facility budgets and administrative expenses related to plant operations

Canteen Management: to ensure high-quality, hygiene, and reliable canteen services are consistently provided, which results in employee satisfaction with canteen facilities and services is maintained

• Responsible for the management of the canteen vendor and for any canteen issues to ensure the canteen service and quality, which result in satisfied employees, managers and vendors.
• Ensure the canteen vendor retains representative food samples from each meal served for food safety monitoring and investigation purposes, according to local regulatory requirements
• Monitor compliance with food sample retention procedures and maintain proper records for traceability
• Monitor food quality, hygiene standards, service levels, and compliance with company requirements
• Address employee feedback and resolve canteen-related issues in a timely manner
• Conduct periodic reviews with vendors to ensure continuous service improvement

Vehicle Administration and Transportation Management: to ensure vehicles are properly maintained, licensed, insured, and utilized efficiently. This should result in satisfied employees, managers and transportation vendors.

• Coordinate and monitor company vehicle usage and transportation arrangements.
• Ensure vehicles are properly maintained, licensed, insured, and utilized efficiently.
• Liaise with transportation vendors and monitor service quality.
• Maintain accurate vehicle records and usage documentation.

Residential and Accommodation Administration: to ensure the rental accommodation is properly maintained and compliant with regulations

• Manage company rental apartments and accommodation arrangements.
• Coordinate residential registrations and related documentation.
• Issue residential certification and supporting documents when required

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