Senior Office Administrator/ Office Manager

Key Responsibilities

1. Office Administration & Operations

- Take ownership of daily office operations and ensure a professional, productive, and well-organized working environment.

- Manage office supplies, food & beverages, office assets, equipment, inventory, and related administrative services.

- Manage relationships with office vendors, service providers, contractors, and building management.

- Coordinate and follow up on office maintenance, repairs, cleaning, security, and other workplace services.

- Monitor office facilities and proactively identify and resolve operational issues.

- Maintain accurate records of office assets, inventory, contracts, and administrative documents.

- Ensure workplace standards, policies, and safety requirements are properly maintained.

- Act as the key contact person for office-related matters and external service providers.

2. Budget, Expense & Finance Administration

- Manage and monitor office-related budgets and operating expenses.

- Review and track invoices, receipts, expense claims, and supporting documents.

- Coordinate with Accounting/Finance to ensure timely and accurate processing of office-related payments.

- Maintain expense tracking records and provide regular updates or reports to management.

- Monitor spending and identify opportunities for cost control and operational efficiency.

- Ensure proper documentation and filing of financial and administrative records.

3. HR & Employee Administrative Support

- Provide administrative support for recruitment, including interview coordination, candidate communication, and on-site arrangements.

- Coordinate onboarding and offboarding activities to ensure a smooth employee experience.

- Ensure workstations, equipment, access cards, and other onboarding requirements are ready for new employees.

- Maintain employee administrative records, including employee lists, leave records, and other relevant information.

- Support management and HR with employee-related administrative matters.

- Coordinate employee services and workplace activities that contribute to a positive employee experience.

4. Communication & Stakeholder Coordination

- Act as a key point of contact for employees, management, guests, visitors, vendors, and external partners.

- Facilitate communication and coordination between management, employees, building management, vendors, and service providers.

- Prepare and distribute internal announcements, office updates, and administrative communications.

- Build and maintain professional relationships with external partners, service providers, accounting partners, and other stakeholders.

- Handle confidential company and employee information with a high level of discretion.

5. Events, Meetings & Business Support

- Plan and coordinate company meetings, workshops, team activities, and internal events.

- Manage logistics for management visits, board visits, business meetings, and other important company activities.

- Coordinate venues, restaurants, catering, transportation, accommodation, meeting rooms, materials, and other event requirements.

- Coordinate business travel arrangements for management and employees when required.

- Provide hands-on on-site support during important meetings, events, and visits.

6. Process Improvement & General Administration

- Develop and maintain effective administrative processes, procedures, and documentation.

- Identify opportunities to improve office operations, employee experience, service quality, and cost efficiency.

- Maintain organized administrative records and ensure documents are accurate and up to date.

- Support management with administrative projects and ad-hoc business requirements.

- Provide guidance and task coordination to junior administrative staff or interns when applicable.

• Giờ làm việc: 9:00 - 18:00 • Cấp bậc: Nhân viên (executive)