Facility cum Admin Lead

Position Summary

This role is responsible for ensuring the effective daily operation of the company’s office and production facility by managing all administrative, facility and site-service activities. This role ensures that the workplace operates smoothly, safely, efficiently, on budget and in compliance with company standards and internal policies, while providing a high-quality internal service experience for employees and visitors. The Administrative Lead acts as the primary coordination point of contact between the local site and the Administrative Department, coordinating contractors, vendors, and internal support functions to deliver high-quality internal services.

Key Objectives

• Maintain full operational readiness, safety and functionality of the facility (office and production site).

• Oversee all facility maintenance, utilities, office fit-out, and workplace improvements.

• Ensure efficient delivery of administrative and site-support services.

• Coordinate administrative and technical support services.

• Coordinate and lead the local administrative team with high-performance standards.

• Manage local vendors and contractors to achieve high service quality and cost efficiency.

• Implement facility-related policies and procedures in line with corporate standards.

• Drive a proactive service culture and ensure high employee satisfaction at the location.

Roles and Responsibilities

1. Facility and Infrastructure Management

o Oversee the daily operational readiness of the facility, ensuring all zones (office, production, warehouse, canteen/pantry, coffee points, restrooms, meeting rooms, security and receptionist areas etc.) are functional and clean.

o Monitor the technical condition of premises, office equipment, and infrastructure.

o Organize and supervise repairs, maintenance, and space rearrangements.

o Coordinate with the landlord and external maintenance providers regarding infrastructure issues.

o Plan and manage office/factory repairs, modifications, expansions, and relocations.

o Maintain facility documentation (floor plans, utilities, diagrams, asset lists…) and ensure compliance with company standards.

o Plan and launch new locations and expand existing ones in accordance with the company’s needs, communicate with landlords, sign lease agreements, and work with vendors and contractors.

o Ensure compliance with Vietnam laws related to facility operations (fire safety, hygiene, waste management, electrical safety, etc.) in coordination with HSE.

o Conduct regular facility inspections (Gemba) and report risks to GM with action plans.

2. Administrative Operations

o Oversee and manage administrative support processes, including stationery, utilities, and household supplies, consumables and workplace assets.

o Ensure effective stock management, timely procurement planning, and cost optimization.

o Supervise shuttle bus arrangements, canteen/catering services, cleaning services, and office services.

o Coordinate courier, postal services, visitor management and reception.

o Support internal events, meetings, senior visits and internal communication logistics by ensuring the availability of required materials and facilities.

o Develop, implement, and maintain administrative SOPs in line with HQ standards.

o Budget planning, control, analysis & optimization.

o Lead continuous improvement initiatives to enhance service quality and efficiency.

3. Contractor and Vendor Management

o Coordinate the work of cleaning, maintenance, and technical service contractors.

o Monitor service quality and ensure contract performance in line with SLAs and KPIs.

o Track service requests, ensure timely resolution, and escalate issues when necessary.

o Maintain vendor database, contracts, and procurement documentation in alignment with HQ.

4. Team Leadership and People Management

o Manage and supervise the on-site administrative team.

o Plan team schedules and distribute daily tasks according to operational priorities.

o Monitor team performance and service quality, providing regular feedback and coaching.

o Conduct briefings and ensure all team members understand their responsibilities and safety requirements.

o Participate in recruitment, onboarding, and training of local admin/facility staff.

o Implement HQ-standard working methods, processes, and reporting tools.

o Foster teamwork, accountability, and continuous improvement within the site services team.

Preferred Skills and Competencies:

1. Technical and Professional Skills

• 3+ years of experience as an administrator, facility management, office management, or similar administrative management position with managing a team of 5+ people.

• Solid experience in administrative processes development, improvement & optimization in a manufacturing / industrial / high-traffic office environment preferred.

• Management of multiple administrative services simultaneously.

• Excellent analytical skills.

• Strong understanding of technical maintenance, utilities, infrastructure and service vendor coordination.

• Knowledge of Vietnam regulations related to facility operations (fire fighting, waste disposal, hygiene, building safety).

• Proficiency in Google Workspace and familiarity with task management tools (e.g., Jira).

• Knowledge of budgeting, procurement, and contract management.

• English at an Intermediate level.

2. Soft Skills and Competencies

• Strong organizational, planning and multitasking skills.

• High sense of ownership, service-oriented and continuous improvement mindset, proactive problem-solving approach.

• Excellent communication and coordination abilities.

• Strong attention to detail and process discipline.

• Ability to prioritize, work in a fast-paced environment, independently, and make decisions within delegated authority.

• Reliability, integrity and professionalism in handling confidential or operational information.

• Team-oriented, supportive, and continuously learning.

Reporting Line:

• Reports to: Operationally - Local General Manager; Functionally - Administrative Director.

• Supervises: On-site administrative team, suppliers, and contractor (cleaning, maintenance, etc.).