Admin Officer - HCM Head Office

Job Description

1. HR function support

• Support the exit process by collecting parking cards, employee cards, and locker keys when employees resign
• Arrange parking cards, employee cards, and lockers for new employees.
• Participate in organizing teams for company events/activities: year-end staff party, happy hours, long service appreciation, Christmas, etc.
• Assist tea ladies/driver in calculating overtime work on a monthly basis.
• Arrange and provide fuel receipts to drivers for MTs’ cars.
• Complete processes to provide beers to employees during holidays as per company regulations.

2. Admin tasks:

• Welcome guests and support vendors/suppliers in completing the entry process of VCB building management.
• Send and receive mails, incoming calls at the reception counter
• Provide travel support: accommodation, transportation, air tickets, visa, taxi etc…by operating the TMS system of Vntrip.
• Manage and maintain good conditions of facilities, office equipment.
• Supervise office services provided by 3rd parties including cleaning, gardening, apartment rent and pet control to ensure a positive work environment in the office.
• Negotiate and prepare new contracts with new suppliers as per legal template and follow approval process until completion.
• Rent new car, monitor drivers and carefully check the timesheets of pool cars to optimize the costs.
• Track and update monthly administration expenses and input accrual numbers for the accounting department.
• Collaborate with contractors to repair and renovate the office.
• Create posters using canvas for internal communication such as regulations, new policies, events, holidays…
• Receive invoices/debit note, verify them and make timely payments to suppliers/vendors.
• Assist Line Manager in reviewing, reinforcing all company policies, procedures and guidelines related to Administration if required.
• Monitor and ensure employees strictly adhere to company policies.

3. Other Tasks:

• Perform ad hoc tasks and other assignments from Line Manager from time to time

Job Requirement

• Education: Bachelor's degree or higher in Business Administration.
• Substantial experience (3-5 years) in workplace management or administration.
• Language skills: Fluent in Business English with proficiency in all four skills (reading, writing, speaking, and listening).
• Excellent knowledge of Microsoft Office, especially Excel.
• Ability to work under pressure and meet deadlines.
• Strong communication skills, with experience interacting with managers.
• Strong planning and organizational skills, with attention to detail.
• Ability to multitask, prioritize tasks effectively, and manage time efficiently.
• Strong ethics, self-discipline, and openness to both positive and negative feedback for improvement.
• Problem-solving attitude with a keen eye for detail.