Office & HR Admin

MAIN PURPOSE OF THE ROLE:

The Office & HR Administrator plays a crucial role in ensuring the smooth operation of office functions and HR administrative support. The individual in this role will act as a key point of contact for both employees and external vendors, ensuring high standards of service and compliance with company policies.

KEY RESPONSIBILITIES

1. OFFICE ADMINISTRATION (60%)

Vendor management & procurement

• Identify, evaluate, and recommend suitable vendors for office operations and services to ensure cost-effectiveness and quality.

• Draft, review, and maintain vendor contracts; monitor contract terms, ensure timely renewals and compliance with company policies.

• Coordinate with Finance to process monthly payments to vendors in accordance with agreed terms and internal procedures.

Office/Facility Management

• Oversee & manage office assets/supplies, including stationery, pantry equipment/essentials, and other office assets to ensure smooth daily operations

• Ensure firefighting and prevention equipment is up to date and compliant.

• Manage daily incoming & outgoing mailing/express delivery services.

Administrative payment support

• Prepare and submit payment requests for vendors and service providers within the admin scope, ensuring the completeness of supporting documents and obtaining internal approvals.

• Coordinate with the Finance team to ensure the timely processing of payments in accordance with agreed-upon terms.

• Track payment status and follow up with vendors or internal stakeholders as needed.

• Support Finance team by providing necessary documentation and details for bank transactions related to administrative expenses (e.g., office supplies, service providers, utilities).

• Maintain accurate records of payment requests and transactions.

2. HR ADMINISTRATION (35%)

Employee Benefits & Compensation

• Administer Bao Viet Health Care Insurance for employees

• Work with agency & coordinate with HR Manager to organize health checks for employees

• Consolidate and submit monthly employee timesheets to HR/Finance for payroll processing.

Company Events & Internal Communications

• Organize company events and celebrations (Women Day, Children Day, Mid-Autumn Festival, etc.)

• Support internal communication initiatives and employee engagement activities.

3. FUNCTIONAL SUPPORT & COMPANY PROJECTS (5%)

• Regulatory Affairs Support: Assist RA team with document scanning and obtaining wet signatures from Country Manager

• Transportation & Logistics: Book and manage car booking/car rental for employees as per company policy

• Company Project: Provide administrative support for company projects as assigned

• Other responsibilities: Perform additional tasks assigned by Line Manager to support business needs

QUALIFICATIONS:

• Bachelor’s degree in business administration, finance & accounting, or related background

• 2-3 years of experience in office/finance administration, experience in HR support is preferred.

KNOWLEDGE AND SKILLS REQUIRED:

• Solid understanding of general office administration, vendor management, and HR administrative processes.

• Basic knowledge of payment request procedures and working with Finance for expense processing.

• Strong organizational and time management skills; ability to manage multiple tasks with attention to detail.

• Proficient in MS Office (Word, Excel, Outlook)

• Good communication and interpersonal skills; able to coordinate with multiple stakeholders.

• Responsible, proactive, and service-oriented with a strong sense of confidentiality and integrity.