Admin Supervisor

The Admin Supervisor is responsible for leading and managing the administrative function across Hanoi and Ho Chi Minh City offices, ensuring efficient operations, compliance with company policies, and delivering high-quality support services. The Supervisor will supervise a team of administrative staff and coordinate cross-functional activities to maintain a productive and compliant workplace.

► Leadership and Team Management:

- Supervise a team across Hanoi and HCM.

- Set KPIs and objectives, conduct performance evaluations, and provide coaching and development.

- Ensure smooth communication and coordination between Hanoi and HCM offices, and other satellite offices.

► Regional and Headquarters Coordination:

- Act as the primary contact point for communication with Regional HQ and Japan HQ regarding general administrative matters.

- Coordinate and follow up on administrative requirements, reporting, and collaborative initiatives between local offices and HQ.

- Ensure timely and accurate responses to HQ requests and maintain alignment with corporate standards and expectations

► Office and Asset Management:

- Oversee office operations, including facility management, company vehicles (including taxis and contractor’s vehicles), equipment, and stationery.

- Ensure proper maintenance and utilization of office assets and supplies.

► Expatriate and Employee Support:

- Coordinate visa, work permit, TRC, and tenancy contract processes for expatriates.

- Manage travel arrangements, hotel bookings, and accommodation for employees and partners.

► Event and Internal Communication Management:

- Lead planning and execution of company events (e.g., outings, year-end parties).

- Draft and issue memos, notices, and letters related to administrative matters.

► Legal and Compliance:

- Handle company seals, permits, and legal documents, including business licenses and operational certificates.

- Ensure timely issuance, renewal, and updates of legal documents in compliance with regulations.

► Vendor and Contract Management:

- Maintain and organize documentation for customer and supplier contracts prepared by Sales and Product teams.

- Manage contracts and relationships with vendors providing administrative services such as stationery, travel agencies, hotels, and event organizers.

- Ensure timely renewals, proper filing, and compliance with internal procedures for administrative-related contracts.

► Budget and Analysis:

- Prepare and monitor the administration budget.

- Analyze cost efficiency and propose improvements.

► HSE and ISO Compliance:

- Ensure Health, Safety, and Environment (HSE) standards are maintained in all workplaces.

- Support compliance with the company's Code of Conduct, ISO standards, and legal requirements.

- Organize periodic health checks and ensure employee well-being.

► Other Duties:

- Perform other tasks as assigned by superiors.

► Education and Experience:

- Bachelor’s degree in Business Administration, English, or equivalent. equivalent.

- 5+ years' experience working in the same position.

- Detail-oriented and service-minded.

- Experience in supporting cross-functional teams, interacting effectively with all levels of the company.

► Required Skills/Abilities:

- Skills in drafting documents, managing, and using seals of organizations and enterprises following the regulations of state agencies.

- Organizational skills: building and organizing activities at the company, making specific implementation plans.

- Skills in document analysis and safe preservation of documents in the process of working.

- Good communication skills, flexible at work.

- Professional work planning skills.

- Advanced English skills in communicating by speaking, writing, listening, and reading.

- Strong leadership and team management skills.

► Working Conditions and Benefits:

- Working Place: Bluesky Office, 01 Bach Dang, Tan Son Hoa Ward (formerly Ward 2, Tan Binh District), HCMC

- Working time: 8:00 – 17:35 Monday - Friday (Closed Saturday & Sunday)

- Annual Leave: 12 days/year (after probation time)

- Net salary: Negotiable (13 months a year plus Tet bonus & Annual performance bonus)

- Annual Salary Increase: once per year

- Performance Assessment: twice per year (fixed in April and October)

- Insurance: 24 hours’ Accident Insurance, Social Insurance, Health Care Insurance

- Others: International working environment with many opportunities for learning and development, training courses, company trip, etc.