Administration Officer

oilandgasjobsearch.com; United States; Remote; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative professional to manage travel arrangements, including car bookings, air tickets, and hotel accommodations. This role demands excellent communication skills and a strong commitment to compliance and safety. The ideal candidate will have a Bachelor's degree in Business Administration and at least two years of relevant experience. You'll be responsible for optimizing costs and ensuring a smooth travel experience for employees. Join a diverse and dynamic team that values growth and equal opportunities.

Qualifications

• Minimum 2 years experience in administrative roles.
• Highly responsible, diligent, and committed.

Responsibilities

• Arrange car, air ticket, and hotel bookings while ensuring policy compliance.
• Generate monthly reports on bookings and non-compliance issues.
• Manage drivers and ensure safety compliance.

Skills

Administrative Skills

Communication Skills

Analytical Skills

Stakeholder Management

Detail-oriented

Fluency in English

Fluency in Vietnamese

Education

Bachelor's Degree in Business Administration

Tools

MS Office (Word, Excel, PowerPoint)

Job description

- The employees change their bookings quite frequently due to the changes of their working schedules, thus the incumbent must stay vigilant to ensure accurate bookings.

- There are many special requirements from the end users such as booking a specific car, hotel, eco-flex ticket or request a booking without approval. In such cases, the incumbent must be able to guide the employees to strictly follow the policy.

- Safety is one of the Company's Values. The incumbent must pay attention to safety compliance, ensure all drivers are trained properly, and be able to identify potential travel safety issues.

- Car bookings are complex as they require cost optimization. The incumbent must have knowledge of geography to be able to combine employees' trips if they are towards the same destination.

- There are 2 types of cars: dedicated & spot cars. The incumbent must logically arrange these to minimize rental costs, often balancing among dedicated cars, spot cars, and taxis for the lowest cost.

- The job requires working late or on weekends for urgent or last-minute bookings.

Activities

Our Company reflects the diversity of our employees. At TotalEnergies, the wide variety of talents drives our competitiveness, our ability to innovate, and our attractiveness. Therefore, we welcome differences in age, disability, gender reassignment, pregnancy/maternity, race, religion, beliefs, sex, sexual orientation, and family/parental status. We believe Diversity makes us better.

*Key Activities:

1. Car Arrangement

• Receive car bookings from all employees, validating the bookings to ensure they align with travel policy.
• Arrange 21 dedicated cars and a few spot cars to maximize capacity and minimize rental costs.
• Collect and archive all TRF & related documents properly.
• Check payment request details carefully and make timely payments to car vendors.
• Generate blanket PRs, POs, and MIGOs when required.
• Complete monthly reports, analyze the efficiency of car arrangements, and optimize costs.

2. Air Ticket Booking

• Receive ticket bookings from all employees, validating them against travel policy.
• Propose the best departure times with lower airfare for cost savings.
• Verify airfare quotes from agents against online prices to ensure competitiveness.
• For international travel, purchase insurance for employees.
• Collect & archive all boarding passes properly.
• Check payment requests carefully and make timely payments to agents.
• Complete monthly reports, highlighting non-compliance cases for review.

3. Hotel Booking

• Receive hotel bookings, validate against policy.
• Book the lowest-cost rooms for cost efficiency.
• Ensure timely payment to the hotel or booking agent.
• Generate monthly reports on bookings and non-compliance issues.

4. OBC Management

• Notify vendors of non-compliance issues for investigation.
• Follow up on investigations and corrective actions.
• Report serious or repeated non-compliance to supervisors.
• Prepare monthly reports as per CR 404.

5. Managing Drivers and Cars

• Archive driver data securely and keep it up to date.
• Ensure drivers are trained and compliant with safety standards.
• Manage all company vehicles and vendors.
• Coordinate vehicle maintenance and keep supporting documents.

6. Receptionist Backup

• Perform receptionist duties during absences.

7. Other Tasks

• Arrange airport transfers when needed.
• Perform additional tasks as assigned by management.

Candidate Profile

• Bachelor's Degree in Business Administration or related field.
• Minimum 2 years experience in administrative roles.
• Good communication and stakeholder management skills.
• Highly responsible, diligent, and committed.
• Detail-oriented with strong analytical skills.
• Ability to work under pressure.
• Fluent in English and Vietnamese.
• Proficient in MS Office (Word, Excel, PowerPoint).

Additional Information

TotalEnergies values diversity, promotes growth, and offers equal opportunities.