GENERAL AFFAIRS SUPERVISOR

JOB PURPOSE

• Lead and supervise all General Affairs (GA) activities to ensure smooth daily operation of office and factory facilities.
• Manage outsourced service providers including canteen, security, transportation other facility contractors.
• Ensure all administrative services comply with company policies, legal requirements and customer standards.
• Optimize GA operating costs while maintaining high service quality and employee satisfaction.
• Continuously improve administrative systems, procedures and workplace environment.

JOB DESCRIPTION

General Administration

• Supervise all daily administration activities.
• Develop and improve GA policies, procedures and work instructions.
• Manage stationary, uniforms, PPE, lockers, furniture and office equipment.
• Manage company assets assigned to GA.
• Control meeting rooms, office facilities and common areas.
• Coordinate travel arrangements including hotel, air tickets and transportation. requirements.

Facility Management

• Supervise maintenance of office buildings and factory common facilities.
• Coordinate repair and preventive maintenance activities.
• Ensure utilities including electricity, water, air conditioning and office equipment are functioning properly.
• Monitor housekeeping and workplace cleanliness.

Supplier Management

Manage and evaluate Suppliers including:

• Review service contracts before renewal.
• Control supplier service cost and contract compliance.
• Handle supplier complaints and corrective actions.

With suppliers:

• Canteen service
• Security service
• Pest control
• Waste collection
• Transportation service

With JSC:

• Parking management
• Cleaning service
• Gardening/Landscaping
• Fire fighting system
• Building

Cost Management & Budget Control

• Prepare annual General Affairs budget and monthly cost forecast.
• Monitor and control all General Affairs operating expenses within the approved budget.
• Analyze monthly GA expenses and identify cost saving opportunities.
• Verify and approve suppliers' monthly service reports and invoices before payment process.
• Cooperate with Finance to monitor budget utilization.
• Negotiate service contracts to optimize quality and cost effectiveness.
• Ensure purchasing activities comply with company purchasing procedures.
• Prepare monthly GA cost reports for HR Manager.

People Management

• Supervise and develop General Affairs staff and cleaning team.
• Assign daily tasks and monitor work performance.
• Set work objectives and conduct performance evaluations.
• Coach, train and develop team members.
• Manage attendance, leave requests and overtime of subordinate employees.
• Ensure team compliance with company policies, safety regulations and working procedures.
• Build teamwork and maintain employee discipline.
• Plan manpower allocation to support business operations efficiently.

Expatriate Administration

• Coordinate and process Work Permit applications, renewals and cancellations.
• Coordinate Temporary Residence Card (TRC), Visa and Temporary Residence Registration procedures.
• Arrange apartment leasing for expatriates.
• Maintain accurate records of expatriate legal documents and ensure timely renewal.

• College degree or above.
• Minimum 5 years of experience in General Affairs and minimum 2 year in supervisory position.
• Experience in manufacturing environment, managing outsourced contractors (canteen; security; transportation), Facility management, Cost / Budget control.
• Strong practical communication, leadership, negotiation, problem solving, MS skills.
• Good in English communication.
• Candidates living near the company location (Nhon Trach / Long Thanh area) are highly preferred.

* WHAT WE OFFER:

• Health care insurance (after probation)
• Long year services award
• Public holidays and company day bonus
• Annual performance bonus
• Year end bonus
• Team dinner
• Provided with on-the-job training, technical skills development, and company-specific industry courses.

* OTHER INFORMATION:

• Off all Saturdays, leave office at 4 pm on Friday.
• Free Shuttle bus from Ho Chi Minh / Bien Hoa / Ba Ria.