1. Role Purpose
The Office Administrator is responsible for ensuring smooth daily operations of the office and providing cross-functional administrative support to HR, IT, Legal, Finance, and other internal stakeholders. This role also plays a key part in supporting local employee engagement activities and fostering a positive workplace environment.
2. Key Responsibilities
General Office Administration
- Oversee daily office operations to ensure a clean, safe, and efficient working environment.
- Manage business car arrangements and support the hotel booking, Visa and travel document applications, including documentation preparation and coordination with relevant authorities or agencies.
- Manage office supplies procurement: sourcing vendors, obtaining quotations, raising purchase requests, tracking inventory, and ensuring timely replenishment.
- Liaise with building management on office maintenance, access cards, facilities issues, and service requests.
- Oversee courier services, general mail handling, and reception duties when needed.
- Build and maintain effective relationships with related suppliers, external service providers, and internal stakeholders, and monitor service quality and drive improvement where necessary.
CrossFunctional Administrative Support (HR,Finance,Legal and IT)
- in partnership with local teams to assist in planning, organizing, and executing local engagement programs (festive events, celebrations, team activities), townhalls setup, community events, and internal communication activities. Support CSR activities.
- Assist with new joiner onboarding arrangements (e.g., welcome packs, workspace preparation, induction scheduling).
- Maintain employee files, HR documentation, and data accuracy where applicable.
- Provide assistance in coordinating contract signatures, notarization, archiving, and document logistics.
- Maintain proper storage and confidentiality of legal documents.
- Assist with invoice processing, vendor setup, expense tracking, petty cash handling
- Coordinate with IT teams/vendors on equipment issuance, office IT asset inventory tracking.
3. Requirements
- Bachelor's degree in Business Administration, Office Management, HR, or related field.
- 3+ years of office admin or general HR experience preferred.
- Strong organizational and multitasking skills with high attention to detail.
- Good communication and interpersonal skills in Vietnamese and English.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Customer serviceoriented, proactive, and reliable.
- Ability to maintain confidentiality and handle sensitive information.
- Willingness to support ad-hoc tasks and flexible working arrangements when required.
