HR Executive

vortech service company limited

1-4 Years

Ho Chi Minh, Vietnam

Posted 3 hours ago
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Job Description

Responsibilities

Payment Forecast & Budget Coordination (25%)

Consolidate and follow up office operational cost items on a monthly basis. Prepare and maintain payment forecast planning for office operational expenses.
Coordinate with related stakeholders to ensure operational costs are aligned with approved planning and budget expectations. Monitor operational spending and support operational cost visibility across offices.
Follow up and support operational budget utilization tracking.
Minimize unplanned operational expenses through proactive planning and coordination.

Payment & Supporting Documentation Coordination (20%)

Prepare payment requests and coordinate supporting documents for internal approval workflows.
Collect quotations, invoices, contracts, and related operational documents from vendors and stakeholders. Coordinate with Finance, Accounting, Procurement, and Cashier regarding payment timeline follow-up.
Support payment status tracking to ensure operational payments are processed accurately and on time. Maintain operational payment documentation and filing records.

Vendor & Office Operational Coordination (20%)

Coordinate office operational activities with GWA, vendors, building management, and related stakeholders. Follow up office-related operational requests, maintenance coordination, and operational issue handling.
Coordinate operational setup and support requests with IT and related teams.
Support office operational readiness for onboarding, movement, and workspace arrangement. Assist in maintaining office operational continuity and daily workplace support.

Operational Governance & Tracking (20%)

Maintain operational trackers, follow-up logs, and related office operational records.
Coordinate attendance, leave, and operational timesheet tracking follow-up with related stakeholders. Support governance follow-up related to office operations and operational processes.
Assist in preparing operational reports, summaries, and related supporting data when required. Support process consistency and operational coordination across offices.
Operational Readiness & Employee Lifecycle Coordination (15%)
Coordinate operational preparation for onboarding and offboarding processes.
Follow up setup readiness, operational handover preparation, and employee movement coordination. Coordinate with TA, HRBP, IT, GWA, and Team Leaders regarding onboarding/offboarding operational readiness.
Support smoother operational transitions for employees throughout onboarding, movement, and offboarding stages.

Qualifications

Maintain timely operational follow-up and coordination across related stakeholders.
Ensure operational requests and office-related issues are followed up proactively and professionally. Maintain organized operational documentation and tracking visibility.
Support smoother operational communication and coordination between offices and related support functions. Contribute to a workplace environment that feels organized, responsive, and operationally reliable for employees.
Bachelor's degree or higher in a relevant field.
1.5 to 4 years of experience in HR Admin, Office Operations, HR Operations, or a related role.
Proficient in Google Sheets, including the use of basic functions for tracking, reporting, and data management.
Familiarity with basic graphic design tools (e.g. Canva or similar platforms).
Strong ability to organize data, prepare documentation, and generate reports.
Good aesthetic sense with an interest in office decoration and workspace organization.
Detail-oriented, well-organized, and enjoys tasks related to coordination, preparation, and maintenance.
Proactive, responsible, and able to manage tasks effectively within timelines.
English communication skills (both written and verbal).
The role is considered successful when:
Operational expenses are proactively forecasted and aligned within the payment planning process. Operational payments and supporting documents are coordinated accurately and on time.
Office operational issues are followed up promptly with clear coordination visibility. Attendance and operational tracking processes remain consistent and organized.
Onboarding/off-boarding operational readiness is coordinated smoothly with minimal operational gaps. Employees and stakeholders experience smoother daily operational support and coordination.
Cross-functional operational collaboration between offices and related teams becomes more consistent and responsive.