(Assistant) Manager, Administration

Job Purpose:

To standardize and manage day-today office operations across multiple office locations and sales galleries. This role focuses on optimizing facilities, managing high-performing admin team, and ensuring that every physical site reflects the luxury and professionalism of a multinational developer.

Key Responsibilities:

Multi-Site Management: Oversee daily operations, maintenance, safety, hygiene, and aesthetics of the corporate HQ and all satellite sites, including sales galleries, and industrial service centres.

Team Leadership: Mentor team members based at different locations, ensuring consistent service standards and professional conduct.

Sales Gallery Support: Coordinate with the sales team to ensure galleries are "tour-ready”, including managing front-desk operations, catering for high-profile clients, and event logistics.

Procurement & Vendor Management: 

• Lead negotiations and manage contracts with service providers (office rental, cleaning, transportation, office supplies, equipment, business travels) to ensure cost-efficiency and quality.
• Provide first layer review to payment documentations.

Documentation & Compliance: Ensure all office-related licenses, tenancy agreements, and insurance policies are updated and compliant with local regulations.

Budgeting: Develop and monitor administrative budgets, tracking expenses against forecasts to optimize operational spend.

Process Standardization: Implement standard operating procedures (SOPs) for administrative tasks across all offices to ensure a unified corporate culture.

Audit Liaison: Serve as the primary point of contact for both internal and external audits, ensuring all administrative records across offices and sales galleries are audit-ready and meet MNC governance standards.

Requirements:

• Education: Bachelor’s degree in Business Administration, Hospitality Management, or a related field.
• Experience: 5+ years of progressive administrative experience, with at least 2 years in a leadership role, preferably within real estate or luxury hospitality.
• Leadership: Proven ability to manage decentralized teams across various geographic locations.
• Attention to Detail: A "sharp eye" for facility maintenance and a commitment to maintaining a premium brand image.
• Communication: Fluent in English and Vietnamese, with the ability to liaise effectively with senior executives and external vendors.
• Technical Savvy: Proficiency in MS Office and familiarity with productivity tools.