Leadership and Team Management:

- Supervise a team across Hanoi and HCM.

- Set KPIs and objectives, conduct performance evaluations, and provide coaching and development.

- Ensure smooth communication and coordination between Hanoi and HCM offices, and other satellite offices.

 

Regional and Headquarters Coordination:

- Act as the primary contact point for communication with Regional HQ and Japan HQ regarding general administrative matters.

- Coordinate and follow up on administrative requirements, reporting, and collaborative initiatives between local offices and HQ.

- Ensure timely and accurate responses to HQ requests and maintain alignment with corporate standards and expectations

 

Office and Asset Management:

- Oversee office operations, including facility management, company vehicles (including taxis and contractor’s vehicles), equipment, and stationery.

- Ensure proper maintenance and utilization of office assets and supplies.

 

Expatriate and Employee Support:

- Coordinate visa, work permit, TRC, and tenancy contract processes for expatriates.

- Manage travel arrangements, hotel bookings, and accommodation for employees and partners.

 

Event and Internal Communication Management:

- Lead planning and execution of company events (e.g., outings, year-end parties).

- Draft and issue memos, notices, and letters related to administrative matters.

 

Legal and Compliance:

- Handle company seals, permits, and legal documents, including business licenses and operational certificates.

- Ensure timely issuance, renewal, and updates of legal documents in compliance with regulations.

 

Vendor and Contract Management:

- Maintain and organize documentation for customer and supplier contracts prepared by Sales and Product teams.

- Manage contracts and relationships with vendors providing administrative services such as stationery, travel agencies, hotels, and event organizers.

- Ensure timely renewals, proper filing, and compliance with internal procedures for administrative-related contracts.

 

Budget and Analysis:

- Prepare and monitor the administration budget.

- Analyze cost efficiency and propose improvements.

 

HSE and ISO Compliance:

- Ensure Health, Safety, and Environment (HSE) standards are maintained in all workplaces.

- Support compliance with the company's Code of Conduct, ISO standards, and legal requirements.

- Organize periodic health checks and ensure employee well-being.

 

Other Duties:

- Perform other tasks as assigned by superiors.

Education and Experience:

- Bachelor’s degree in Business Administration, English, or equivalent. equivalent.

- 5+ years' experience working in the same position.

- Detail-oriented and service-minded.

- Experience in supporting cross-functional teams, interacting effectively with all levels of the company.

 

Required Skills/Abilities:

- Skills in drafting documents, managing, and using seals of organizations and enterprises following the regulations of state agencies.

- Organizational skills: building and organizing activities at the company, making specific implementation plans.

- Skills in document analysis and safe preservation of documents in the process of working.

- Good communication skills, flexible at work.

- Professional work planning skills.

- Advanced English skills in communicating by speaking, writing, listening, and reading.

- Strong leadership and team management skills.