Office Admin Senior Staff

I. PURPOSE

To ensure stable and efficient office operations through effective administration, asset management, and budget control.

II. JOB SUMMARY

1. Administration Duties

• Be responsible for all administrative activities to ensure smooth office operations.

• Ensure timely ordering of stationery, office utilities, and other necessary items upon request from Managers, Team Leaders, and BOD.

• Manage office maintenance including IT systems, air conditioning, electrical works, furniture, water dispensers, pest control, etc., and coordinate renovation works when required.

• Maintain a systematic filing system and safely keep notarized, private, and confidential documents.

• Analyze and monitor team expenses and operational budgets on an annual, quarterly, and monthly basis.

• Arrange business trips and welcome guests, including flight reservations, visa applications, and accommodation arrangements.

*Asset Management

• Manage and control all company assets including office equipment, IT devices, furniture, and tools.

• Maintain and update asset lists, asset codes, and asset status in the asset management system.

• Coordinate asset handover, allocation, transfer, return, and disposal in compliance with company regulations.

• Conduct periodic asset inventory and reconciliation; prepare inventory reports and handle discrepancies.

• Coordinate with related departments and vendors regarding asset repair, replacement, and maintenance.

2. Budget and Payment Management

• Plan and estimate monthly and annual budgets; propose cost-saving plans and effectively control GA expenses.

• Prepare reports on actual expenses monthly, quarterly, and yearly.

• Process and manage monthly payments including:

o Company car

o Mobile phone allowance

o Landline & Internet

o Postal services

o Taxi cards

o Printing & photocopy machine rental fees

o Name cards & notarization fees

o Stationery & office utilities

o Other rental/leasing costs

• Process and manage ad-hoc payments such as:

o Entertainment expenses

o Air tickets

o Accommodation & daily expenses

o Flowers & gifts

3. Company Events & Activities

• Support employee engagement activities to create a positive working environment and promote teamwork (workshops, teambuilding, sports day, happy meals, summer vacations, etc.).

• Implement company events and social activities including CSR, CSV programs (donations, support for wards/districts), and Lotte scholarships.

4. Other Duties

• Support activities of other departments as required.

• Perform other tasks or responsibilities as assigned by the C&A Manager, Team Leader, or General Director.

• Gender: Female.

• Bachelor of Business Administration or related fields or equivalent professional qualification.

• Year of experience: 2~3

• Excellent written and verbal communication skills in both Vietnamese and English.

• Good health; able to work under high pressure and self-motivated.

• Strong teamwork skills; service-oriented and customer-focused mindset.

• Methodical, accurate, neat; energetic with a positive attitude.

• Excellent time management skills and a strong sense of urgency in meeting deadlines.

• Korean language proficiency is preferred.