Office Manager

About GEEK Up

GEEK Up is a Trusted Product Partner collaborating with Digital Innovators to craft pioneering digital solutions. We specialize in end-to-end product development, from strategic consulting to building dedicated product teams, with a steadfast focus on creating impactful products. Our core belief lies in the power of the Product Mindset and Agile Adaptation within a Co-Creation Partnership Model.

At GEEK Up, every collaboration is built on transparency, empathy-driven design, and continuous innovation. We take pride in fostering a supportive environment where our team and partners work together to turn complex challenges into sustainable digital value.

About this role

Offices rarely fail because someone stops working hard. They fail because every seat, voucher, device and repair still waits for someone to approve it, and the person who knows how things run is the only one who can.

The Office Manager at GEEK Up is the System Keeper of our workplace. Your job is to make sure members have a ready workplace, a working device and the services they need, from their first day to their last, without having to ask. You do it by setting the Standards once and keeping the system running, not by handling each request yourself.

You look after two branches:

• GU Biz Ops (GEEK Up): Office Operations and IT Operations for every GEEK Up member, across our Ho Chi Minh City and Hanoi sites.
• GH Biz Ops (GEEK Hub): the operations of GEEK Hub, our cafe-plus-coworking business, a separate company with its own books, staff and customers.

In this role, you will:

• Own the system, not the queue: turn case-by-case decisions into Standards that members, vendors and the team can act on without waiting.
• Lead through others: an in-house operations team and managed service vendors run the day-to-day; you set direction, decide, unblock and keep cost on plan.

Members should never have to chase anyone for a seat, a device or an account. When they don't, you are doing your job.

1. Key Responsibilities

• Workplace Standards: Turn requests that are still approved one by one into written Standards: seating, vouchers, repair and replacement, travel booking, workspace and fire and workplace safety. Keep one standard for all sites and make each one simple enough to run without you.
• Member Journey: Make sure every newcomer arrives to a seat, parking, a device, accounts and a site guide before day one, and every leaver returns assets and has accounts closed on the last day. Work with Onboarding and People Connection on both handoffs.
• IT Operations Oversight: Own the device standard, the joiner, mover and leaver access rules, and SaaS and licence management. Manage the managed service provider (MSP) against a written service specification and a monthly score.
• Security and Continuity: Make sure GEEK Up can show, on demand, that its office and IT basics are secure: member and network baselines, backup restore tests, continuity playbooks, and a ready answer for client security questionnaires.
• Vendors and Cost: Select vendors against our criteria, score strategic vendors monthly, and track office and IT cost against the aligned budget. Explain variance and build the next quarter's Operating Proposal.
• GEEK Hub Operations: Keep GEEK Hub's operating chain healthy: service Standards, shift and event readiness, staff hiring and scheduling, and its own books and compliance. Read the numbers already in Hexa (occupancy, revenue per seat, staff turnover) so decisions rest on data.
• Team Leadership: Lead the in-house operations team. Decide, unblock difficult cases and build backup so no single person is the only one who knows how things run.

2. Key Performance Indicators

• Arrival Readiness: Newcomers have everything in place on day one; leavers assets and accounts are cleared by the last day.
• Fewer Case-by-Case Decisions: Requests that used to need approval now run on a written Standard, and the number of open gaps goes down each quarter.
• Cost on Plan: Office and IT spend stays within the aligned budget, with every variance explained.
• Vendor Performance: Strategic vendors and the MSP meet their specification, and issues are raised before they repeat.
• Assurance on Demand: Security and safety evidence is ready when a client, auditor or authority asks.
• Operational Resilience: No part of Office, IT or GEEK Hub operations depends on a single person; backup is trained and tested.

3. Requirements

• Experience: [5+] years in Office Management, Administration or Workplace Operations, with at least [2] years managing a team. Hands-on experience running offices across more than one site, managing outsourced vendors, and owning an operating budget.
• Systems Thinking: Turns repeated requests into rules, processes and records that others can run. Comfortable writing a standard and then letting go of the daily execution.
• IT Operations Literacy: Understands devices, accounts, networks and SaaS well enough to set standards and hold an IT service provider to account. Hands-on infosec experience is a plus, not a requirement.
• Cost Discipline: Reads budget against actuals, explains variance, and builds a costed plan for the next quarter.
• Calm Decision-Making: Stays steady under operational pressure; decides, unblocks and escalates the right issue to the right person.
• Language: Fluent Vietnamese; professional English for documents and vendors.
• Nice to have: Experience in hospitality, F&B or coworking operations; familiarity with workplace safety and data protection requirements in Vietnam.

Contact us

• Acquisition Team's Email: [Confidential Information]
• Learn more about GEEK Up's work: geekup.vn
• Get to know GEEK Up's culture and people better: geekadventure.vn