Assistant Manager, Administration, Vietnam

The Role

This position will be part of the Group Administration Department.

Job Responsibilities

• Budget Management: Oversee Opex, Capex, and Travel & Entertainment Budgets.
• Business Continuity: Manage BCP, Crisis Management, Crisis Support, Pandemic protocols, BCP Tests, and Fire Evacuation.
• Travel Management: Oversee travel reservations, including air tickets, accommodation, and insurance.
• Event Management: Support staff events and manage corporate gifts.
• Facilities Management:
• Areas: Front office, meeting rooms, common areas, office areas, and pantry.
• Tasks: Cleaning, pest control, air-conditioning maintenance, door access control, camera system, floor plan updates, health and safety, multi-functional device maintenance, space sourcing, office renovation, and vendor performance.
• Front Office Operations: Manage reception, scale model, common areas, telecommunication, and courier services.
• Office Services: Handle business card printing, security access, print privileges, nameplate/room signage, workspace setup, and office relocation.
• Parking Management: Register and manage staff parking slots.
• Procurement: Oversee sourcing, approval papers, contract awards, PR/PO, GRN/bills processing, and fixed asset management.
• Physical Security: Manage access control, security reports, intrusion alarms, surveillance systems, and master keys.
• Records Management: File documents according to the file plan.
• Transportation Management: Schedule and manage drivers and transportation.
• Insurance: Manage all risks office insurance.
• Additional Tasks: Perform other duties as assigned by the manager.

Job Requirements

• Proven experience as an Administrative Manager or similar role.
• Understanding of office management procedures and policies.
• Familiarity with financial and facilities management principles.
• Proficient in MS Office.
• Strong organizational and multitasking abilities.
• Excellent communication and leadership skills.
• Analytical and problem-solving skills.