Construction department secretary at Ho Chi Minh City - Tm-dv Sao Nam An

1. General Management Support
- Receive assigned projects from Head of Department/Deputy Department of TC
- Absolutely comply with the requirements of the Finance department and company regulations.
- Support the Head of Department/Deputy Department of TC to plan, implement and monitor assigned projects, ensuring quality and progress as committed in the contract between the company and customers.
- Support and create conditions for project members to complete their tasks in the best possible way (Project members: Commander, Team Leader, Workers or Subcontractors if any).
- Support the Head of Department/Deputy Department of TC or Commander in working with customers to resolve tasks related to the projects under their management.
- Report to superiors any subjective or objective incidents, dangers, and risks that affect the progress, quality, and finances of the project.
- Report project information in accordance with company regulations.
- Regularly update project costs and report to the company.
- Hand over documents to relevant departments when the project ends.
- Summarize profits and propose rewards for project members.
- Absolutely comply with issued company procedures.
- Fully hand over project information under your management to the recipient when you are transferred or quit your job.
- Encourage employees to comply with the Company's policies/Rules/Regulations/Procedures/Regulations, ensuring the department's activities are carried out in accordance with the Rules/Regulations/Procedures/Regulations approved regime.
- Promote team spirit, ensure good implementation of tasks and goals of the department.
- Inform and communicate the regulations and requirements of the Head of Department/Deputy Department of TC and the Board of General Directors to the department's staff.
- Ensuring the receipt and processing of customer information, drafting documents accurately, and providing effective customer care.
2. Related work Construction management
- Carry out support tasks for Head of Department/Deputy Department of TC related to project construction.
- Coordinate with the Presales and Sales Department to check the estimate of the new installation project: Wage, labor quantity, auxiliary material package/construction progress according to the Contract agreement.
- Contact customers to complete legal procedures and documents for the construction team to enter the project: Construction registration list, qualifications, ID card/CCCD, safety certificate, decision to appoint the construction management board ID card, badge...
- Coordinate with the Human Resources Administration Department to purchase accident insurance and construction insurance.
- Regularly update the progress of the Finance Department's work at each project and notify the Business in charge of the Project to know the progress.
- Monitor and summarize labor for projects and report to the Head of TC Department weekly (avoid exceeding estimates).
- Estimate advance payment, check project costs: Construction Management + IT + Presales Department and enter into tracking file and send to relevant departments for confirmation.
- Reconcile advances with Construction and Accounting monthly or for each project.
- Check the labor according to the Contract compared to the actual payment (exceed/not exceed) -> Presales initials -> accountant checks.
- Check and remind Finance Department staff to write full information and confirmation from the Customer in the Job Transfer Form when carrying out the project.
- Track costs of additional materials for the entire project -> confirm before submitting.
- Support new installation orders sold directly by the TC Department to Customers: Ordering, shipping, acceptance, and invoice issuance.
- Prepare contracts, check the rental price after the Head of Finance and Presales Department finalizes the rental price, monitor rental payment according to the agreed schedule.
- Timekeeping for new installation projects: Construction + IT-> final summary of the project-> accounting for profit and loss calculation.
- Support the Head of TC Department to check information on new installation, installation/warranty of Goods supply contracts with T&C packages or quotes to fix software errors -> issue invoices.
- Carry out procedures to propose purchasing materials and goods for each project according to the Company's purchasing process.
- In charge of receiving information: Warranty, maintenance, repair (quotes, contracts, invoices, debts) of other project customers and retail customers in addition to chain customers.
- Regularly check email, viber, zalo to receive information, update work progress, record check in/out time at the construction site from the Construction team to promptly support and have a solution plan.
- Summarize revenue from sales of components, supplies, equipment... and calculate commissions of the Finance Department
- Support and guide the construction team to carry out construction payment procedures.
- Carry out payment procedures for the Finance department
- Maintain records of the TC department according to regulations.
- Carry out construction and payment procedures according to Company regulations.
- Implement work reporting regime according to Company regulations.
- Participate in regular or extraordinary meetings as requested by the Company.
- Perform other tasks assigned by the Head of Finance Department and the Board of General Directors