Admin & HR Staff (Focus on Recruitment) - Hanoi

Location: Hanoi
Department: Human Resources & Administration
Reports to: HRAD Manager
Job Description:
1. Admin Task (70%)
• Fulfill office supplies and drinking water; manage orders, price check, and seek approval before purchasing.
• Ensure office facilities are well-maintained and the workplace remains clean and organized.
• Monitor and renew administrative contracts (office lease, expatriate housing, insurance, internet, telephone, etc.) in a timely manner.
• Track and process monthly payments for all admin-related expenses; coordinate with the Finance & Accounting team to ensure payments are completed.
• Check invoices, handover minutes, and other payment documents for legal compliance.
• Support expatriates with application of visa, work permit, temporary residence card
• Coordinate with legal agency for company's legal documents.
• Organize company events: birthdays, Women's Day, company parties, year-end celebrations, and other internal events.
• Manage Trade Union's fund, report to the Trade Union's President and organize Trade Union's event for the Trade Union's members.
• Draft official letters, meeting minutes, and notifications.
• Arrange and follow up on business trips for all employees, including booking accommodation, flights, and transportation.
• Support the Ho Chi Minh and Danang team with document signing and coordination when needed.
• Welcome guests and assist in meeting room setup.
• Schedule interviews with candidates upon request.
• Perform other tasks as assigned by the Department Head.
2. Recruitment Task (30%)
• Take care of all job posting channels (including job post website, social media platforms, internal company's channel, universities' website...) in order to post job and create canđiate data sources.
• Screen resume following the creterias given by the hiring managers and HR manager.
• Actively conduct phone interview or direct interview with potential candidates in order to qualify the candidates and collect related information for creating potential candidate pools.
• Attend candidate interview with hiring managers for better understanding job description in order to select suitable candidate for the hiring job.
• Support HR Manager in the new project of connecting with Universities for jonining Career Day (Job Fair) as a Sponsor (including preparing booth, connecting with candidates, screening candidates coming to the Job Booth, collecting resumes of the applicants, responding to applicant's question), creating the candidates pool.
• Proposal to HR Manager regarding suitable channel for each job vacancy, expanding new channels.
• In charge of arranging interview with selected candidates for all recruiting position (Hanoi & HCM)
• Manage candidate pools and enrich the pool on daily basis with tracking history.
• Follow up the interview result and send feedback to candidate timely and sufficiently to ensure professionalism (Hanoi & HCM)
• Actively catch up with the interviewed candidates for the open positions.
• Design and post job for internal channels.