[Internship] Office Administration & Receptionist Intern

Job Description:

Job Description

1. Front Desk & Reception (30%)
* Welcoming Guests: Greet clients/partners warmly, guide them to meeting rooms, and notify host employees.
* Mail & Inquiries: Manage incoming/outgoing mail, express deliveries, and handle generic office phone calls/inquiries.
* Lobby Maintenance: Ensure the reception area, lobby, and meeting rooms are always neat, professional, and welcoming.
2. Office Administration & Operations (50%)
* Supplies & Procurement: Inventory and restock office supplies (paper, ink, pantry snacks, tea/coffee); collect quotes and track orders.
* Facility Management: Maintain office equipment (printers, ACs); coordinate services like cleaning, pest control, and plants.
* Documentation: Handle scanning, photocopying, and binding; organize and maintain accurate physical and digital files (Google Drive/Cloud).
* Finance & Expenses: Verify office invoices, monthly taxi/Grab receipts, and parking cards.
3. Executive Support & Events (10%)
* Executive Assistance: Coordinate travel schedules, book flights/hotels, and process business trip expense claims for the GM (Mr. Hai).
* Event Logistics: Set up meeting rooms, prepare tea breaks, and support internal events (birthdays, company dinners, team building, workshops).
* Project Support: Assist with admin tasks and coordination for ongoing office projects (Dreamplex HO, DC Hanoi, etc.).
4. HSE & Security Support (10%)
* Workplace Safety: Assist the Facility team in checking safety equipment (fire extinguishers) and updating safety manuals.
* Drills & Reports: Help organize internal training/fire drills and support data entry for annual security and facility reports

Candidate Requirements:

Qualifications

* 3rd-year or final-year students in Business Administration, Hospitality Management, Human Resources, English Linguistics, or related fields
* Not required (Prior experience in school clubs or social activities is an advantage).
* Good command of English (both speaking and writing)
* Proficient in Microsoft Office (Word, Excel, PowerPoint).
* Knowledge of Canva or graphic design tools is a plus.
* Time management & multi-tasking skills (Ability to handle multiple tasks under team pressure).
* Good communication & Interpersonal skills (To work effectively with internal teams and external vendors).
* Problem-solving skills (Active in handling daily office rising issues).
* Trustworthy & High discretion (Crucial for handling sensitive GM information and financial invoices).
* Detail-oriented & Meticulous (Careful in checking invoices and tracking expenses).
* Proactive & "Can-do" attitude (Eager to learn and take on new challenges).
* Service-oriented mind (Sociable, approachable, and helpful to the team)