Office Administration Specialist

CodeLink is looking for a proactive and detail-oriented Office Administration Specialist to ensure smooth day-to-day operations and support our growing team. In this role, you will be responsible for managing office facilities, coordinating administrative tasks, supporting internal teams, and helping maintain an efficient and welcoming workplace. You will work closely with the Operations Manager and other team members to keep everything running seamlessly.

Location: Onsite - Cau Giay, Ha Noi.

Working hours: Monday - Friday, 8:30 AM – 5:30 PM (includes a 1.5-hour lunch break).

What you’ll be doing

Office & Facility Management

• Oversee daily office operations and facilities in Ha Noi Office.

• Manage office supplies, pantry, and equipment, ensuring timely replenishment and maintenance.

• Coordinate with vendors, service providers, and building management for repairs, services, and facility matters.

• Handle procurement of office items, merchandise, and gifts, ensuring quality and on-time delivery.

• Manage courier services and the shipping of documents between offices.

• Monitor office safety standards and ensure compliance.

• Provide basic IT coordination, including internet, phone systems, troubleshooting, and vendor support.

Administrative Support

• Manage correspondence (emails, letters, packages) and maintain company records, files, and databases.

• Prepare documents, reports, and presentations as required.

• Support management with contracts, invoices, and expense reports.

• Conduct research to support operations and compliance requirements.

• Provide ad-hoc support to management and cross-functional teams.

Scheduling & Coordination

• Organize and schedule meetings, appointments, and travel arrangements.

• Coordinate internal events, workshops, and team-building activities.

• Ensure meeting rooms are prepared and well-maintained.

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).

• At least 3 years of experience as an Office Administrator, preferably in an IT company or within organizations of 100+ employees across multiple locations.

• Prior experience in administrative or office management roles.

• Strong organizational, multitasking, and time management abilities.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.

• Ability to perform well under pressure while maintaining attention to detail.

• Demonstrated discretion and professionalism in handling confidential information.

• Excellent command of English, both written and verbal.