Office Manager

1. ROLE OVERVIEW

Mamabox Vietnam (under M Asia Distribution Pte Ltd) is seeking a strong, disciplined, and high-performing Office Manager to lead administration, HR coordination, compliance, legal documentation, and back-office support for Vietnam, Singapore, and Hong Kong markets.

This role is for someone with firm leadership, high responsibility, and the ability to enforce structure, legal compliance, and operational discipline across all departments. The Office Manager will serve as a critical backbone in ensuring smooth operations, proper governance, and timely reporting to management.

2. KEY RESPONSIBILITIES

A. Office Administration & Operations Management

• Lead daily office operations with strict adherence to SOPs.

• Supervise facilities, supplies, housekeeping, and vendor management.

• Maintain structured digital + physical documentation for corporate files for all departments.

• Coordinate meetings, travel planning, internal events, and cross-country communication.

• Ensure high efficiency and accuracy supporting Singapore & Hong Kong operations.

B. Legal, Compliance & Corporate Governance

• Organize, track, and maintain contracts, NDAs, distributorship agreements, corporate documents.

• Manage deadlines for contract renewals, licenses, permits, and regulatory filings.

• Liaise with lawyers, authorities, and notary offices for official submissions.

• Support trademark filings (MAISA), company name changes, capital increases, and corporate updates.

• Monitor and promptly update the CEO on any changes in business laws, labor laws, corporate regulations, and taxation laws affecting Vietnam operations or group structure.

• Ensure strict compliance with Vietnamese law and internal group requirements.

C. HR Administration & People Operations

• Manage recruitment admin, job postings, interview scheduling, and onboarding documentation.

• Maintain employee files, contracts, probation tracking, and performance documentation.

• Support payroll preparation, attendance recording, leave management, and disciplinary actions.

• Prepare and review labor reports, SI (Social Insurance), PIT tax reports, and workforce compliance.

• Work closely with GM & CEO to enforce HR policies and improve workplace discipline.

D. Finance & Accounting Support (APAC Back-Office)

• Support accounting teams in Vietnam, Singapore, and Hong Kong with document submissions.

• Handle CEO expense claims.

• Maintain compliance for financial documents required by auditors, banks, and principals.

E. Import / Export & Trade Documentation

• Support supply chain department for customs paperwork, shipping docs, HS code classification, and permits.

• Coordinate with operations and supply chain departments to ensure accurate documentation flow.

• Maintain master logs for shipments, import compliance, and quality/inspection reports.

F. IT & Systems Support

• Manage basic IT hardware (laptops, printers, Wi-Fi) and office network stability.

• Work with external IT teams on system maintenance and troubleshooting.

• Manage access rights for employees on Google Workspace, Microsoft 365, cloud folders, and internal platforms.

• Support database and digital security (password controls, file access discipline).

• Bachelor’s degree in Business Administration, Law, Economics, IT, or related fields.

• Minimum 4–6 years experience in office management, HR/admin, or compliance roles (FMCG, trading, logistics preferred).

• Strong understanding of Vietnamese labor law, corporate law, and taxation compliance.

• Strong assertiveness, excellent organizational skills, and ability to enforce structure.

• Fluent in Vietnamese & English (both required).

• Proficient in MS Office, Google Workspace, and basic IT troubleshooting.

• High integrity, high accountability, and able to work under pressure.

KEY COMPETENCIES

Strong discipline and integrity

Excellent communication and coordination

High attention to detail

Compliance-driven and proactive

Ability to manage confidential information

Strong problem-solving and follow-through

KPIs

Timely submission of HR, compliance, and tax documentation

Accuracy of contract & documentation control

Office operational efficiency and cost management

Support to SG & HK operations (timeliness & quality)

Zero compliance breaches or missed deadlines

Prompt reporting of legal/tax/business regulatory changes