Agoda is hiring an

Office Administrator for Customer Experience Group

Naka-ku, Japan

Overview:

Agoda.com is a leading Asia-based, online travel accommodation company that specializes in securing the best accommodations at the lowest prices for travelers. Agoda.com is part of Priceline.com (Nasdaq:PCLN). Agoda.com’s network includes more than 950,000 accommodations worldwide. The multinational staff of nearly 3,000 professionals, located throughout the world, provides a first-rate reservation service in 38 languages that uniquely combines local knowledge and local connections to provide the best deals to both business and leisure travelers.

 

Roles & Responsibilities:

  • Welcome, greets and register visitors, vendors, clients, candidates, customers and inform appropriate personnel
  • Ensure compliance physical security policies
  • Register visitors/guests & hand out lanyards with access cards accordingly
  • Ensure collection of lanyards & access cards from visitors/guests upon leaving office
  • Check if all cards are returned to us & chase it back vendor/guests/clients & etc if necessary
  • Manage, monitor and ensure reception, rear entrances of the building area is clean, tidy and projects a business-like image
  • Attend to candidates/walk in customers & direct them to appropriate personnel
  • Answering incoming calls
  • Ensure reception, lift area is tidy & clean
  • Check mail box everyday
  • Handle mails and deliveries
  • Ensure whole office, locker area, fridge & kitchen cabinet clean & tidy
  • Monitor and brief cleaners to ensure that they do a proper job
  • Liaise with water supplier vendor & ensure sufficient water supply to all staffs
  • Ensure sufficient coffee/tea & tissue supply & maintain adequate stock
  • Liaise with fruits supplier, order according to budget given & ensure there are fruits in the fridge daily
  • Supervise & maintain office facilities & equipment, contact building management/vendors/contractor when utilities are not functioning properly – eg: electricity, lifts, lights bulbs, doors & etc are not in working order, etc
  • Liaise with contractors/vendors on pending/upkeep works & assist/walk them around when they are at office (Harmful insect prevention / Air pollution check etc.)
  • Keep green health (Pouring water and maintain.)
  • Update new hire data when received info from HR, Bangkok
  • Liaise with building management & prepare Building & Agoda access cards accordingly
  • Configure, activate & register agoda access cards to each respective new joiners
  • Distribute lanyards & access cards to newbies on their 1st day to work
  • Brief newbies briefly on collection of deposit for access cards (will be deducted from their salary) and procedure for loss of access cards
  • Brief all newbies on Agoda compliance such as wearing their lanyards with ID in office premises at all times is Agoda compliance, must tag in & tag out, no tail gate & etc
  • Request Employment Agreement, Acknowledgement Form & Company Policies with acknowledgement at each page from newbies & ensure all newbies pass their Employment Agreement for filling purposes
  • Request headsets from IT & distribute headsets to newbies on the 2nd week
  • Key in all newbies access cards numbers, headset numbers & all other details for record & stock tracking purposes
  • Update resigned staffs info when received email from HR, Bangkok
  • Check resigned staff file & liaise with TL’s on resigned staff last working day
  • Ensure collection of company property such as access cards, headset, & etc from resigned staffs / respective TL
  • Record return of company property & email to payroll after resigned staffs had returned the company properties
  • Courier warning letters & dismissal letters to YOK staffs
  • Email to payroll on deduction of salary if staff lost their access cards or headset, on MIA staffs & resigned staff who did not return the access cards & headset
  • Coordinate with Bangkok & local vendors on agreements/contract & courier necessary documents to Bangkok
  • Assist employees on medical claims, didn’t receive /loss of medical card
  • Email procedures & distribute medical cards to new joiners upon receiving their medical card
  • Email updates on access cards record to building management (lost cards, replacement of cards, new joiners details)
  • Ensure stationary supply & maintain adequate stock
  • Liaise with access cards vendors whenever card system doesn’t function accordingly
  • Contact & order access cards when stock is low (Building side and Agoda property)
  • Check landlord communication site daily basis and implement necessity action accordingly
  • Request extra air conditioning monthly basis
  • Conduct yearly health check / Stress check liaising with relevant vendors.
  • Conduct /Support fire drill (twice a year)
  • Manage fire inspection and fire extinguisher check (twice a year)
  • Scan all invoices & email to Admin Support/COS to request on payment
  • Follow up with all payment remittance & email remittance to respective vendors
  • Collect all expenses receipts, check date & amount claim & ensure staffs claim accordingly
  • Email report to respective managers every week on employees that had submitted their original expenses receipts to me
  • Print out “Approved” Concur report for employees & attach to original receipts accordingly
  • Collate all original receipts, record & courier to Mazars every week
  • Follow up by emails to Mazars on receipts/statement/documents we had couriered
  • Search & liaise with new suppliers/ vendors when needed
  • Arrange service air-con every quarterly
  • Prepare all materials needed for compliance training
  • Assist staffs from abroad
  • Assist all employees requests & enquiries eg: discrepancy in salary/OT, request lost salary slip/EA form, forgot locker code number & etc
  • Liaise with building management & staffs for allocation of season parking, email allocation of resigned staffs season parking to both managements
  • Act as a main contact point whenever employees have complaint about the building management, such as, trap in lift, false fire alarm, washroom can’t flush & etc
  • Ensure photocopy machines have sufficient stock & order when necessary (Waste Toner, Drum Cartridge, Transfer belt & etc)
  • Search, select & proposed a date that have the most working birthday babies of the month to team leaders & managers to have a simple birthday celebration every month. Order cake & snacks on the date that is good to have the simple celebration
  • Assist in booking conference rooms, organize all aspects for meetings and arrange catering when necessary
  • Data entry & filling
  • Other clerical and administrative support as required by manager
  • Purchase necessary things if needed

 

Qualifications:

  • Good command of English (Preferably)
  • Self-starter
  • Good Planning and well organizational skills
  • Well-developed interpersonal and communication skills
  • Demonstrated ability to juggle multiple priorities
  • Professional & pleasant appearance and manner in all aspect
  • Computer literacy, familiarity with word, excel and outlook
  • Willing to learn & explore
  • Team player
  • Punctual (important)

 

RECRUITMENT AGENCIES PLEASE NOTE, we have a strict PSL in place and we will only accept applications from agencies/business partners that have been invited to work on this role through the Greenhouse portal. 

 

Candidate CV's not submitted through our Greenhouse portal or submitted directly through to managers or HR will be considered unsolicited and will be treated as gifts and no fee will be payable. 

 

We thank you for your cooperation in this matter. 

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