Admin Assistant Manager

The Admin Assistant Manager is responsible for leading and managing the administrative function across Hanoi and Ho Chi Minh City offices, ensuring efficient operations, compliance with company policies, and delivering high-quality support services. The Assistant Manager will supervise a team of administrative staff and coordinate cross-functional activities to maintain a productive and compliant workplace.
► 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.