Overview
Operations Admin Officer Jobs in Vietnam at Chubb
Title: Operations Admin Officer
Company: Chubb
Location: Vietnam
Job DescriptionOperations Admin Officer will be responsible for day-to-dayOffice administrative duties,ensuring smooth running of the office and provide qualityCustomer Servicesto all relevant stakeholders and clients. The jobholder is expected to demonstrate the ability to perform all duties in accordance with the organisation’s office routines and procedures, keeping in mind the overall business objectives.
Follow all operational procedures and quality standards to assure the achievement of Chubb’s SLA.
Strictly follow Chubb’s guidelines/SOP required by internal processes.
Key Responsibilities
1
Office Administrative Tasks
Procurement and proper management of office supplies
Responsible for office administration payments within approved expense limits at reasonable time to ensure business continuity (office courier service, office rents, utility bills, office cleaning services, office telephone bills etc.)
Keep updated records of office expenses and costs.
Maintain and file all business records in a systematic manner
2
Receptionist Tasks
Oversee the front office by greeting customers/guests who contact in person and direct visitors to the appropriate person/department when required.
Responding to general correspondence and dealing with enquiries via telephone calls or by walk-in
Ensure reception is tidy and presentable.
Receive, sort and distribute daily mail/deliveries to appropriate recipient(s)
Liaison with Property/Building Manager to make building entry registration/visitors check-in, exercise health & safety practice, fire drills and to announce other important messages/events…
Perform other clerical receptionist duties as required
3
Vat Invoice Issuance
Handles all outgoing invoices to customers/clients by creating and sending e-invoices, billing statements and/or invoice adjustment statements (if any) to customers upon request of business lines representatives or related parties in timely manner.
Check data input and all required information for invoice issuance to ensure the accuracy of the final bill/invoice.
Communicate with related stakeholders to acquire all related information in order to issue final invoice when required.
Receive invoice adjustment request and make a fix accordingly.
Verify status of policies and payments within relevant systems and PICs prior to invoice issuance when required.
Liaison with related parties to ensure consistency in requests derived from different sources in order to avoid duplication and mistakes.
Prepare and submit report of Invoice Usage, Cancellation, Adjustment to FA department and any related Tax Authority as required.
Keep records and do filing of all invoices
4
Customer/Business Support
Assist UW support teams with administrative tasks as required or assigned by Ops management team
Prepare and submit reports of all monthly payouts in a month including forecasts of Commissions and Marketing Campaigns to FA departments.
Other tasks assigned by Ops management team
5
OTHER:
ad-hoc duties, tasks which may be required upon expansion of operational functions and company’s business growth, as assigned by Ops management team
Qualifications
Experience:
Minimum 1- year- experience in clerical office or administration. Experience as an invoice clerk or in general accounting is preferred.
Knowledge
Working knowledge of accounting software and invoice processing are preferred but not …
