Office & HR Admin - Ho Chi Minh City

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.

• Laptop provided
• Bonus
• Paid leave
• Allowance
• Others

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 asset/supplies including stationery, pantry equipment/essential.. 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 under the admin scope, ensuring completeness of supporting documents and internal approvals.
• Coordinate with Finance team to ensure timely processing of payments as agreed 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