Maintain office filing and storage systemUpdate and maintain databases such as mailing lists, contact lists and contract listsFollow up and record legal documents Support Commercial Manager to prepare payment documents and follow up payment process to Contractors and Clients.Translate documents from Vietnamese to English and vice versa

Monitor incoming emails and answer or forward as requiredFax, scan and copy documentsMaintain office filing and storage systemsMonitor and maintain office suppliesEnsure office equipment is properly maintained and servicedUpdate and maintain databases such as mailing lists, contact lists and client informationCo-ordinate and maintain staff administrative records such as staff parking, staff phones and company credit cardsRecord and maintain document storage properlyUpdate incoming and outgoing document listProvide report weekly to PM

Review and update incoming and outgoing documents for maintenance and quality controlHandle records across various departmentsMaintain confidentiality regarding sensitive documentsHandle incoming/outgoing emailsCo-ordinate with other departments for checking across documentsDistribute hardcopies and record soft files properly

Create and maintain a filing system that supports efficient information managementSend and receive letters/documents to/from external organizationsResponsible for day-to-day Document Management WorkloadControl the Inspection Request systemProvide daily and monthly reports to the OwnerDay to day liaison with Engineers to ensure efficient and effective control of all project documentation from any source either generated externally or internallyAssist Project Manager/ HR department in paperwork or other tasks as required

Manage outgoing and incoming documentsPrepare meeting roomAssist accountant activities

Take care of and support customers via phone and emailCheck and release booking notesUpdate and send notices of changing schedule/vessel/ETD/ETA to customersCo-ordinate with document team for update and checking shipment informationAssist sale activitiesHandle container list per voyageManage and control space/volume per voyage follow space reservationProvide weekly report to HQ

Sell textbooksOrder and display new stock Keep the library organised and tidyMaintain library cataloguesOrganise events and activities (such a children’s book readings/computer usage)