HR Administrative & General Affairs Executive

Company Description Fujifilm Holdings Corporation, founded in 1934, is recognized globally for innovation across healthcare, materials, and imaging. Fujifilm Vietnam was established in 2011, with its head office in Ho Chi Minh City and a branch in Hanoi, to bring advanced products and solutions to the local market. The company's Healthcare Division offers comprehensive diagnostic and medical IT solutions, supporting early detection and efficient patient care. Fujifilm Vietnam promotes an inclusive, value-driven culture based on Open - Clear - Fair and Creating Change, encouraging employees to contribute ideas and drive innovation. The company actively engages in healthcare-focused CSR initiatives to improve access to quality medical services and strengthen public health in Vietnam.

Role Description

The HR Administrative cum General Affairs Executive is responsible for executing day-to-day office operations, facilities management, vendor coordination, and employee engagement activities. This role plays a key coordination role supporting internal departments and ensuring seamless administrative operations across Hanoi offices.

1. Office Administration & Facility Support

• Supervise daily office operations, pantry supplies, stationery inventory, and company assets to maintain an organized, safe, and professional workspace.
• Coordinate business travel logistics: arrange flight, hotel, and taxi/car bookings; verify travel itineraries and check the reasonableness of travel expense claims against company policies.
• Coordinate with administrative suppliers and service providers (cleaning, security, couriers, maintenance); track service delivery and support vendor evaluations in alignment with the P&L team.
• Handle payment requests, check invoices, reconcile billing details, and maintain accurate records of administrative expenses.

2. Event Coordination & Employee Engagement

• Actively organize and execute company events, team-building activities, annual parties, training logistics, and CSR programs.
• Support employee engagement initiatives to foster a positive workplace culture.
• Assist with new hire administrative onboarding (workstation setup, access cards, welcoming kits) and address routine employee inquiries.

3. Cross-Department Coordination & Operations

• Liaise effectively between the Hanoi and Ho Chi Minh City offices to ensure smooth administrative alignment.
• Maintain records and input data accurately across internal systems (e.g., Concur, APAS, Google Drive/Forms, Microsoft Office).
• Proactively identify operational pain points and propose practical ideas to streamline daily administrative workflows.

Qualifications

• Bachelor's degree in Business Administration, Human Resources, Foreign Languages, or a related field.
• From 3 years of relevant experience in Office Administration, General Affairs, or HR Administration.
• Hands-on experience in managing office facilities, coordinating vendors, handling business travel bookings, and organizing company events/training/CSR.
• Good written and verbal English communication skills (able to draft emails, handle documentation, and communicate in a corporate setting).
• Proficient in Microsoft Office (Excel, PowerPoint, Outlook) and Google Workspace; practical experience with systems like Concur or APAS is a strong advantage.
• Strong attention to detail, especially when reviewing invoices, payment vouchers, and booking documents.
• Proactive, responsible, and highly reliable with strong follow-through on assigned tasks.
• Service-oriented mindset, good communication skills, and ability to coordinate effectively with multiple departments and management levels.
• Flexible, adaptable, and able to prioritize tasks under pressure in a fast-paced environment.