Front Office/Admin Executive

Job Title: Front Office/Admin Executive

About the Position:

VTAC is seeking a dynamic and organized Front Office/Admin Executive to oversee our front office operations and provide comprehensive administrative support. This role requires exceptional organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. The ideal candidate will manage a variety of tasks, including travel arrangements, visa processing, employee management, and real estate administration.

Key Responsibilities:

Front Office Management:
- Greet and assist visitors, ensuring a welcoming and professional environment.
- Answer and direct phone calls, manage incoming and outgoing mail, and maintain office supplies.
- Coordinate front desk activities, including distributing correspondence and redirecting phone calls.

Administrative Tasks:
- Provide administrative support to the management team and other staff as needed.
- Manage office records, files, and databases, ensuring accuracy and confidentiality.
- Assist in the preparation of reports, presentations, and other documents.

Travel Management:
- Arrange and manage travel plans, accommodations, and visa processing for executives and their families.
- Oversee travel arrangements for employees, including booking flights, accommodations, transportation, and visa processing.
- Ensure compliance with company travel policies and procedures.

Employee Visa Processing and Management:
- Handle visa processing, renewals, and insurance management for employees.
- Maintain accurate records of employee visa statuses and ensure timely renewals.
- Assist with employee onboarding and offboarding processes related to visa and travel documentation.

Real Estate Administration:
- Manage payments for all service and utility bills related to company properties.
- Handle property tenancy contracts, including renewals and handover processes.
- Coordinate property maintenance and liaise with the maintenance team to ensure timely issue resolution.
- Maintain reminders for contract renewals and other important deadlines.

Qualifications:
- Bachelor’s degree in Business Administration, Management, or a related field.
- Proven experience as a front office manager, administrative assistant, or in a similar role.
- Strong organizational and multitasking skills with attention to detail.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive information with confidentiality and professionalism.
- Experience in travel management and visa processing is preferred.
- Knowledge of real estate management and property administration is a plus.

What We Offer:
- Innovative Work Environment: We challenge the status quo and foster an entrepreneurial spirit.
- Supportive Colleagues: Work alongside a young and supportive team with a strong entrepreneurial leadership.
- Professional Development: Intensive training and continuous further development opportunities.
- Flat Hierarchies: Benefit from short communication channels and a collaborative team spirit.
- Team Spirit: Enjoy a professional, dynamic, and committed work environment with great team spirit.
- Social Benefits: Participate in team and company events and enjoy various social benefits.