Head of Administration

JOB PURPOSE

The Head of Administration & IT is responsible for leading the company's Administration, IT, Procurement, Asset Management, and Regulatory Affairs functions, ensuring effective operations, regulatory compliance, cost efficiency, and a safe and well-organized working environment. The role partners closely with senior management and cross-functional teams to strengthen corporate infrastructure, optimize support functions, and ensure the organization is well-equipped for sustainable growth.

KEY RESPONSIBILITIES

1. Corporate Administration & Regulatory Affairs

- Lead corporate administrative and regulatory matters, ensuring compliance with applicable laws and regulations.

- Oversee the company's licenses, permits, and registrations, including ERC, IRC, business location registrations, education-related licenses, and other relevant permits.

- Oversee trademarks, copyrights, and other intellectual property-related matters, working with relevant internal and external parties.

- Build and maintain effective relationships with government authorities and regulatory agencies, including education authorities, local authorities, police, fire safety authorities, and other relevant stakeholders.

- Represent the company in regulatory inspections, official meetings, and external working sessions when required.

2. Administration, Procurement & Facility Management

- Lead overall office and facility management, including leasing, maintenance, renovation, security, workplace services, and company assets.

- Develop and oversee procurement strategy, policies, and processes, ensuring quality, cost effectiveness, compliance, and timely delivery.

- Lead vendor and outsourcing management, including supplier selection, negotiation, contract management, performance evaluation, and service quality.

- Ensure effective management of company assets throughout their lifecycle.

3. IT & Digital Infrastructure

- Lead the company's IT function and ensure reliable, secure, and effective IT infrastructure and support services.

- Develop and implement IT strategies and annual plans aligned with business needs.

- Oversee IT vendors, service quality, information security, and continuous improvement of IT services.

4. Governance, Safety & Operational Excellence

- Develop and continuously improve administrative policies, procedures, and internal controls to enhance operational efficiency.

- Ensure compliance with Occupational Safety & Health, Fire Prevention & Fighting (PCCC), and workplace environment requirements.

- Establish appropriate emergency response and workplace safety procedures.

5. Budget & Team Leadership

- Develop and manage the Administration & IT budget, ensuring effective cost control and resource allocation.

- Lead, develop, and manage the Administration & IT team, setting clear objectives, performance standards, and development plans.

- Foster a professional, collaborative, and service-oriented team culture.

- Working location: Hoang Dao Thuy, Hanoi

- Working time: Mondays to Fridays, 8h30 - 17h30

JOB BENEFITS

- Social, Health and Unemployment Insurances according to the Labor Law

- Premium Health Care Package by PTI

- Annual leave: Sixteen (16) days for annual leave and Three (3) days for sick leave per year

- Sponsored English Classes for children at Language Link Academic Centres

- 13th-month salary bonus

- Gifts from company & Trade Union on some special occasions

JOB REQUIREMENTS

- Bachelor's degree in Business Administration, Management, or a related field.

- Proven experience (ideally 10+ years) in an administrative management role, with at least 6 years in a supervisory capacity, experience in Education field is preferable.

- Strong experience in office/facility management, procurement, asset management, and vendor management.

- Strong planning, negotiation, problem-solving, and cost-control skills.

- Strong organizational and time management abilities, with a keen eye for detail.

- Ability to prioritize tasks, manage multiple projects, and work effectively under pressure.

- Commitment to high professional ethical standards and a diverse workplace

- Good networking, good contacts and relations with related authorities/ people

- Fluent in English (both written and spoken) is a must.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).