About the Company
AWP Architects, originally established as Alfred Wong Partnership in 1957, is renowned for its innovative approach to Modernity and Methodology in architectural design. With a team led by internationally experienced directors and supported by seasoned senior partners, the firm with it's Headquarters based in Singapore has expanded its footprint across Southeast Asia, China and India.
About the Role
The candidate will be responsible for the overseeing the day-to-day administrative and operational functions of the office to ensure a productive, efficient, and well-organised work environment. This role manages office operations, coordinates administrative support, maintains office facilities and supplies, oversees vendor relationships, supports staff and leadership, and implements processes that improve operational efficiency. The Office Manager also assists with budgeting, record management, employee onboarding, and compliance with company policies while serving as a key point of contact for employees, visitors, and external partners.
Responsibilities
- Responsible to the Directors / Associate Region Directors and to liaise with staff.
- Involve in the manpower planning and projection for annual budget proposal and costing.
- Monitor billing stages for all projects, prepare necessity documents and remind Directors / Associate Region Directors to raise progress claims.
- Identify and record any product quality problems, to initiate, recommend or provide solutions through designated channels and implement that solution.
- Ensures that the Integrated Management System is implemented for each project and is responsible for the maintenance of the Job Record.
- Authorised to control the project until any deficiency or unsatisfactory condition has been rectified.
- Directing the Technical Staff and Secretaries on their respective information management matters.
- Renewal of relevant practicing certificate, Public Sector Panel of Consultants listing etc.
- Renewal of office insurance policies (ie. Professional indemnity insurance, public liabilities, hospitalization policy etc.)
- Provide professional advice on the interpretation of HR policies and procedures, employment legislation, recruitment and rewards strategies, performance management, etc.
- Review and implement HR policies, guidelines, employee handbook and standard operating procedures regularly.
- Initiate improvements to internal HR processes, systems and communications.
- Manage full spectrum of human resource functions including recruitment, payroll, compensation & benefits, leave management, employee relations, staff morale, staff well-being training and welfare activities advisory.
- Facilitate recruitment exercise which includes participation in the selection processes, prepare employment contracts and application of passes where applicable.
- Track and review performance of underperforming staff and work closely with Directors / Associate Region Directors on the necessary follow-up actions.
- Manage and resolve employee relations issues, which include conducting effective and objective investigations.
- Cash Book (Cheque) Receipts / Payments Updating / Posting.
- Bank Reconciliation / General Ledger / Journal / Financial Statements.
- Consolidation of Accounts / Monthly Schedule of Analysis for Audit Purposes.
- Calling of Debtors / Report of Outcome.
- Accounts Receivable Updating / Posting.
- Monitor the Debts for maintenance of cash flow position.
- Updating of Invoice Payment to tally with Accounts Receivable Record.
- Preparation of Schedule for Payment.
- Tax Report to be submitted quarterly to the Group Finance Department.
- Prepare Actual Income Received and Payment Record for Cheque, Petty Cash and Sundry Creditors.
- Update staff records.
- Computation of staff's monthly overtime claims.
- Update staff annual leave and medical leave.
- Update staff confirmation dates.
- Update and process social insurance and/or company insurance for staff.
- Coordinate meetings, appointments, travel arrangements, and company events
Qualifications
- Minimum 7 years local or international experience
- Proven experience as an Office Manager, Administrative Manager, or similar role
- Has relevant experience in the field
Required Skills
- High proficiency in spoken and written Vietnamese
- Proficiency in English
- HR Administration
- Office administration and operations
- High level of professionalism, discretion, and attention to detail
- Proficiency in Microsoft Office Suite
Equal Opportunity Statement
AWP is an equal opportunities employer and discrimination of any kind will not be tolerated within the firm.
Eligibility
We regret to inform that only candidates with the right to work in Vietnam will be considered at this juncture
