Career Tag: Admin

[THE NINE] SUPPORTING DIVISION LEADER

Working location: No 9, Pham Van Dong street, Cau Giay district, Hanoi.

Key Activities:

  1. Manpower management
  2. MMD procedure
  3. Back room & Zone Receiving management
  4. Stock taking
  5. Cash management
  6. Equipment management
  7. HR management

Roles and responsibilities:

  1. Manpower management
  • Plan manpower schedule. Ensure sufficient manpower during of operation and get work performance
  • Be responsible for Group Leader(s) and General Staff’s performance.
  • Take part in recruitment & selection activities for Division’s staffing.
  • Motivate, training and develop staff in order to encourage their professional development.
  • Identify potential staff for succession planning purposes.
  • Build and promote team work spirit.

2. MMD management

  • Ensure the correct and effective implementation of regulations on goods
  • Processing, receiving and storing documents according to regulations and handling related issues to ensure no loss for the company as well as related departments
  • Manage and arrange appropriate MMD area to increase work efficiency
  • Check and control MMD area. Ensure the flow of goods delivery between suppliers and staffs is always clear and not overloaded
  • Do monthly stock take and bio-yearly stock take as the company rules

3. Accounting management

  • Make sure the store’s accounting department complies with the regulations on cash, vouchers, sold tape management
  • Control the collection of COD, deposit, excess money of cashiers, do not let the situation of loss happen.
  • Complete report timely
  • Monitor voucher delivery according to upcoming promotion schemes.
  • Check report of VAT invoices to ensure accurate reflection on the system.

4. Cost and equipment management

  • Cost and equipment management
  • Find the cause if there is a cost related problem
  • Find solutions to use reasonable costs
  • Keep track ​of licenses and certificates so they don’t expire
  • Timely grasp the situation of machinery damage to quickly handle and track the progress and repair history of each machine.
  • Ensure safe facilities for customers and employees
  • Receive and work with inspection team from governmental authorities.
  • Promote 5S action and creation of ideal workplaces
  • Solve issues related to cleaning, security and technical matters.
  • Supervise the ordering and issuing of uniforms, name badges, swipe cards and equipment.

5. HR tasks

  • Understand the purpose, meaning and process of Edoc, helpdesk…and related functions
  • Train staff to follow HR regulations
  • Work as HR contact point:

+ To ensure Store staffs to gain and understand fully information of HR issues, join HR activities

+ To check Staff document, status relating to HR issues

+ To coordinate with HR HQ to implement HR tasks (Recruitment, Training, C&B, Performance, Labor Safety…)

6. Other tasks

  • Opening & closing Store.
  • Be on duty and act as Store Manager when as Store Manager not present at work
  • Other tasks or responsibilities as assigned by Store Manager

Qualification and Job Requirements

  1. College/ University degree
  2. At least 03 years related experience in related to merchandise/ admin management and 01 year experience in managing a team
  3. Be able to work well under high presure
  4. Good communication skill
  5. Abilities to use Computer, Office programs and Database
  6. Detail oriented and be able to handle multi-tasks
  7. Fluency in English language (both written and oral)
  8. Be able to work at shift & on Public holidays

Preferred skills

  1. Leadership skill
  2. Sales skill
  3. Teamwork skill
  4. Problem solving skill
  5. Good presentation & communication skill

To apply, please send your CV (Eng) to email: tuyendung.hn@aeon.com.vn / 024 6277 8333 (Ext: 763/765)

[HANOI OFFICE] Customer Service & Satisfaction Officer (Nhân viên Dịch vụ khách hàng)

Roles and responsibilities:

1. Handle Customer Voice

– Handle Customer Voices via Face book, Website and update in CV Master file
– Follow up Customer Voice (CV) report and update pending cases in Master file. Record,update the status of each case
– Remind Stores to update pending cases if it is over 5 days
– Communicate with related department to update pending cases
– Feedback all queries are sent from Stores site and support Ops.site to chaise with related department
– Raise and get the final from CS HQ Executive/ Manager about the feedback to customer via Facebook, Website channel if it is over your abilities

2. Report & Handle Report

– Receive the reports (Customer Voice, Refund, Price Error, Delivery, SOP from Stores, report CV from EC (if any)) to consolidate and update in Master file
– Basing on Customer Voice/complaince to check the situation and advice to improve
– Basing on Reports , put in Analyse file
– Send Refund Report to Stores
– Receive CS and Cashier Reports to consolidate and update in file
– Pre-Prepare CS report and support CS Executive

3. Control Activities

Random check Daily check list,the compliance policies/procedure at Stores relating to Customer Service and Cashier

4. Admin

– Prepare Admin report to submit to Admin HQ department
– Make SAP report
– Stationeries…

5. Marketing Research (Service)

– Plan Store Tour
– Survey Competitors
– Give proposal/inititive to improve high level services

6. Support/ Project

– Join/support the CS Projects are assigned by CS Executive/Manager
– Support CS HQ Executive/Manager if needed

Qualification and Job Requirements

  • University bachelor degree in Social Science, Business Administration, or Marketing
  • Proven track record in Customer Service/ other customer facing role with experience in servicing key customers
  • Have good understanding of the needs of customers
  • Fluent in English communication (verbal/written)
  • Knowledge in Microsoft Word, Excel and Power Point
  • Analytical and data input skills
  • Communication and presentation skills
  • Problem analysis and problem resolution skills
  • High energy and proactive working style
  • Have a polite, tactful and friendly attitude

Other information: 

  • Work location: AEON Vietnam – Hanoi Office (27 Cổ Linh, Long Biên, Hà Nội)
  • Working time: 8:30 – 17:30 from Monday – Friday and 1 Saturday per month

Please send your updated English CV to email: anh.duong@aeon.com.vn (Ms. Minh Anh)

Admin Officer

  • Key responsibilities:

1. Document management:

* Control company’s processes:

– Collect & manage procedures of all departments systematically for company

– Coordinate with related department to check the standardization for all procedure

– Support for posting on internal system and announce officially

– Follow up & collect revise versions of all procedures yearly.

* Manage incoming/outgoing letter/ document:

– In charge of classifying and giving the outgoing letter number for departments

– Managing all outgoing letters on Web portal as regulation of company

– In charge of all incoming letters for company systematically

– Arranging, classifying all incoming letters and distributing to related departments.

* Document manage:

– Assist in studying, researching & collecting all issues related to document of all department

– Assist in making regulations for issues relating to document storage.

– In charge of look for, collect information related to document for total company

– In charge of receiving handover document related new store opening from Constructor

– In charge of classifying, studying & arranging these document

– Support for License & document recordkeeping

2. Others

– Other tasks or responsibilities as assigned by Admin Manager & Admin Executive

  • Job Requirements:

1. Qualifications & Experience:

– University degree – Record and Archives Department.

– Minimum 01 year of administrative/ record & archives experience.

2. Knowledge, Skills & Behaviors:

– Good command of spoken and written English.

– Computer literate: Word, Excel, PowerPoint, Outlook and Internet.

– Strong communication skill (both verbal & written).

– Detail oriented and be able to handle multi-tasks.

– Good organizing and time-management skills.

– Good problem solving skills.

[Hai Phong] Admin Manager

Key Responsibilities:

1.      Administrative tasks

–       Implement store operating plan within budget parameters and sustain during financial year.

–       Develop and implement new administrative systems, such as record management.

–       Supervise daily store warehouse’s opening and closing; provide guidance through the implementation of standard procedure and monitor store keys.

–       Supervise material order to ensure cost efficiency, the ordering and issuing of uniforms, name badges and swipe cards.

–       Coordinate with Aeon Delight to tackle issues relating to house-keeping, security and technical matters.

–       Receive and work with inspection team from governmental authorities.

–       Supervise other matters relating to staff’s benefits, i.e. staff bus, staff canteen, medical room, garbage management.

2.      Process & Guidelines

–       Develop working process, guidelines for other departments to ensure smooth operation.

–       Communicate, train, implement and sustain relevant policies, processes and procedures within the store to deliver the required outcomes.

3.     Cost Control

–       Rigorously examine store’s budget and expenditure to come up with cost saving plan.

–       Control store expenditure within budget parameters.

–       Promote, strengthen cost effectiveness mindset to all Store staff.

4.      Supporting roles

–       Plan ahead and work towards material order and related processes for new store’s opening.

–       Support other functions in execution of promotion schemes, customer survey, handling customer’s grievance and finding solutions to arisen difficulties in operation.

–       Support other departments regarding recruitment plan, staff allocation plan to ensure adequate staffing for smooth operation, especially in peak seasons.

5.     Manpower management
–      Optimize people productivity by manpower planning and implementation to achieve target and maximum productivity.

–       Ensure efficient leadership to direct the Line/Department towards Company’s business strategies. 

–       Take part in recruitment & selection activities for Line/ Department’s staffing.

–       Motivate, training and develop staff in order to encourage their professional development.

–       Identify potential staff for succession planning purposes.

6.     Other duties
Other tasks or responsibilities as assigned by Store Manager and or Senior General Manager – Operation.

Job Requirements:

Qualifications & Experience:

–          University graduate.

–          A minimum of 5 years related office/administrative management experience, preferably in retail industry.

Knowledge, Skills & Behaviors:

–          Computer literacy (Ms. Office, Internet,…).

–          Sound knowledge of retail background.

–          Highly organized and able to prioritize, demonstrated attention to detail.

–          Advanced written, verbal, and interpersonal communication skills.

–          Demonstrated ability to build effective teams and motivate employees.

–          Strong initiative and leadership skills.

–          Excellent communication skills, both verbal and written.

–          Ability to adapt quickly and react positively to business needs and changes in strategies.

–          Good command of English: verbal and written.

–          Be able to work at shift & on Public holidays.

–          Have ability to relocate to other Stores as per Company’s assignment is a plus.

Assistant to General Manager – Merchandising Softline

Key responsibilities:

1. Clerical and Administrative support
– Support General Manager to manage workload effectively
– Follow and arrange working schedule for General Manager, including organizing of all appointments, meetings, travel arrangements, budgets and expense
– Support in setting and implementing Company’s programs, operation plans
– Receive, check-up all the documents, papers and reports before getting approval from General Manager
– Schedule and implement internal and external meetings, tasks
– Provide interpretation, translation and administrative support
– Provide verbal interpretation for meetings and submit all meeting reports to General Manager
– Prepare correspondence and reports in Japanese and English as needed
– Archive documents, dispatches and records
– Make sure General Manager’s communication is delivered to other Depts.
– Support to set up meetings for other Depts under the request of General Manager
– Follow and report working process of all Depts, sections to General Manager if needed.
– Aggregate and review the operations of all Depts by their reports
– Carry out independent researches if needed
– Cooperate with other Depts to set up events of the Company
– Be an effective link between General Manager and all staff

2. 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

3. Others:
– Other tasks or responsibilities as assigned by General Manager

Job Requirements:

1. Qualifications & Experience
– University degree
– Minimum 02 years of assistant experience. Having education or working experience in Japan is preferred

2. Knowledge, Skills & Behaviors
– Japanese Language Proficiency equivalent to N2 or higher (listening, speaking, reading and writing)
– Good command of spoken and written English.
– Computer literate: Word, Excel, PowerPoint, Outlook and Internet
– Strong communication skill (both verbal & written).
– Detail oriented and be able to handle multi-tasks
– Excellent organizing and time-management skills
– Good problem solving skills

Admin General Affairs Executive

Key responsibilities:

1. Manage general affairs for Headquarters:
– Supervise business trip arrangement for staffs (booking air ticket, hotels, travel insurance…)
– Supervise office equipment management, daily mail & post
– Supervise new staff preparation, working tool collection from resign staff
– Control admin duty related to Japanese expats (apply work permit/ residence card/ VISA, apartment/ car contracts…)
– Control company bus and company car

2. Set up and management customer bus for stores:
– Set up customer bus route for new store
– Make monthly report of customer quantity and bus renting cost
– Propose to improve efficiency of customer bus
– Monitor bus suppliers and solve all issues related to customer bus
– Inform to all related Departments and monitor bus routes changing/ cancellation

3. Set up and management canteen for stores:
– Set up canteen for new store
– Support to apply Certificate of food safety and hygiene for canteen
– Make monthly report of meal quantity of store and canteen material
– Do survey staffs’ comment about quality of canteen service
– Propose to improve quality of canteen
– Monitor canteen suppliers and solve all issues related to canteen

4. Set up and management taxi service for stores:
– Set up taxi service for new store
– Monitor taxi suppliers and solve all issues related to taxi
– Make monthly report of quantity of taxi usage in stores

5. Set up and management taxi service for stores:
– Set up taxi service for new store
– Monitor taxi suppliers and solve all issues related to taxi
– Make monthly report of quantity of taxi usage in stores

6. Others:
– Other tasks or responsibilities as assigned by Deputy Admin Manager

Job Requirements:

1. Qualifications & Experience

– University degree
– Minimum 03 years of administrative experience
– Experience of applying work permit/ residence card/ VISA for expats

2. Knowledge, Skills & Behaviors

– Good command of spoken and written English
– Computer literate: Word, Excel, PowerPoint, Outlook and Internet
– Strong communication skill (both verbal & written)
– Detail oriented and be able to handle multi-tasks
– Good organizing and time-management skills
– Good problem solving skills

Aeon Bình Tân – Nhân viên Nhân sự

Key responsibilities:

1. Training activity
– Be in charge of new staff orientation program.
– Train promoters on Store rules.
– Receive training request from Line Manager(s) and work with them to develop materials for training.
– Prepare logistics for training (book room & projector, send invitation, check attendance, make training report etc.) & conduct training.

2. Recruitment activities (for General Staff & Part Time positions)
– Receive & verify Hiring request from Line Manager(s) by checking headcount quota and consulting with HQ HR Manager.
– Search, screen and select CVs, contact candidates for interview.
– Attend interview with Line Manager(s).
– Inform recruitment results to C&B team for offer.

3. SAP System
– Collect new staff’s information and process hiring step on the system.
– Edit SAP’s errors regarding shift plan (i.e. time event, shift, night shift, annual leave, etc.).
– Support C&B team to complete time record task for staff.

4. Employee Card
– Take photo for new staff (including Promoter) and proceed employee magnet card printing.
– Inform IT to create POS account for new Cashier staff and delete accounts of resigned cashier staff

5. Data management
– Manage all store staff & Promoters personal and job information.
– Check information and provide report when necessary.

6. Labor contract
– Make labor contract for new staff.
– Make annex to labor contract, contract renewal.
– Ensure labor contract, renewal contract and annex to labor contract are given to employees on time.

7. Manpower management
– Plan and prepare duty roster, shift plan and assign subordinates on duty.
– Ensure sufficient manpower during business in ad-hoc situations.
– Ensure General Staff’s attendance and attire.
– Be responsible for General Staff’s performance.
– Identify and reduce unnecessary tasks to increase staff productivity.
– Regularly train and motivate subordinates in daily works.
– Identify potential staff for succession planning purposes.
– Build and promote teamwork spirit.

8. Rules and Regulations
– Follow all working procedures, the company’s policies, rules and regulations.
– Check, monitor, remind and guide General staff to follow the rules and regulations.

9. Other duties
– Support other departments as necessary.
– Other tasks or responsibilities as assigned by direct Division Leader, Admin Manager and Store Manager and HR HQ

Job requirements:

1. Qualifications & Experience:
– University/College degree.
– Minimum 01 year of related experience in HR


2. Knowledge, Skills & Behaviors

– Computer literate (Word, Excel, Powerpoint).
– Good communication and problem solving skill.
– Customer focused.
– Self-disciplined with ability to work independently.
– Good command of English (verbal and written) is a plus.
– Be able to work at shift & on Public holidays.
– Have ability to relocate to other Stores as per Company’s assignment is a plus.

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