ADMIN OFFICER

Job Description
Admin Officer
Location: Hanoi Office, Vietnam
Department: Administration / Human Resources
Reporting to: TA &
Training cum Office Manager
Position Summary The Admin Officer is responsible for ensuring the smooth and efficient operation of the Hanoi Office through administrative, facility, and employee support activities while also providing recruitment coordination and talent acquisition support.
The role requires a proactive, service-oriented individual who can manage multiple priorities, coordinate with internal stakeholders, vendors, candidates, and employees, and maintain a professional working environment.
Key Responsibilities
Administration &
Office Management (60%)
Office Operations
Ensure the smooth day-to-day operation of the Hanoi Office.
Manage office supplies, pantry supplies, stationery, and office equipment.
Maintain inventory records and coordinate procurement of office necessities.
Supervise office cleanliness, workspace organization, and facility maintenance.
Vendor &
Facility Management
Coordinate with landlords, building management, and service providers.
Manage administrative vendors including:
Cleaning services
Courier services
Maintenance providers
Pantry suppliers
Office equipment vendors
Monitor contracts and service quality of external suppliers.
Employee &
Visitor Support
Provide administrative support to employees and visitors.
Coordinate meeting room bookings and office logistics.
Arrange travel bookings, accommodation, transportation, and business trip support when required.
Support onboarding logistics for new employees, including workstation preparation, access cards, office orientation, and coordination with IT.
Administration Documentation &
Compliance
Maintain and organize administrative records and documents.
Process invoices, purchase requests, and administrative expense claims.
Support internal audits and compliance requirements related to administration activities.
Ensure office operations comply with company policies and procedures.
Events &
Employee Engagement
Support the organization of company events, training sessions, employee engagement activities, and internal communications.
Coordinate logistics for meetings, workshops, and company functions.
Recruitment Support (40%)
Recruitment Coordination
Support end-to-end recruitment activities for assigned positions.
Coordinate interview schedules between candidates, hiring managers, and interview panels.
Arrange interview logistics and prepare interview documentation.
Candidate Management
Communicate with candidates regarding interview arrangements and recruitment updates.
Maintain positive candidate experience throughout the hiring process.
Support candidate database management and recruitment tracking.
Recruitment Administration
Post job advertisements on recruitment platforms and social media channels.
Assist with CV screening and candidate sourcing activities when required.
Prepare recruitment reports, interview evaluation summaries, and hiring documentation.
Support job offer preparation and onboarding documentation.
Onboarding Support
Coordinate onboarding activities for new hires.
Ensure completion of joining documentation.
Collaborate with HR, IT, and hiring managers to facilitate a smooth onboarding experience.
Recruitment Projects
Support employer branding initiatives, campus recruitment activities, career fairs, and recruitment campaigns.
Participate in HR and recruitment-related projects as assigned.
Qualifications
Education
Bachelor's Degree in:
Business Administration
Human Resources
Management
Economics
Foreign Languages
Or other related disciplines
Experience
Minimum 1-2 years of experience in office administration, HR administration, recruitment coordination, or related fields.
Experience in a multinational or professional services environment is an advantage.
Skills &
Competencies
Soft skills &
Personal Attributes
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Detail-oriented, reliable, and highly responsible.
Service-minded with a positive and professional attitude.
Passionate about administration, office support, and customer service.
Enjoy helping others and take pride in delivering a positive employee and candidate experience.
Tactful, diplomatic, and able to communicate effectively with employees at all levels.
Attentive, thoughtful, and capable of anticipating needs before issues arise.
Strong stakeholder management and coordination skills.
Ability to maintain confidentiality and handle sensitive matters with discretion.
Proactive and able to work independently in a dynamic environment.
Comfortable managing multiple priorities while maintaining a high level of service quality.
Technical Skills
Good knowledge of administrative processes and office management.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Language Requirements
Good command of spoken and written English.
Ability to communicate professionally with internal and external stakeholders.
Key Success Factors
Ability to maintain smooth office operations and provide excellent employee support.
Efficient coordination of recruitment activities and candidate experience.
Strong attention to detail, confidentiality, and professionalism.
Flexibility in handling administrative and recruitment priorities simultaneously.
Why Join Bureau Veritas Vietnam?
Be part of a global leader in Testing, Inspection &
Certification.
Exposure to a dynamic multinational working environment.
Opportunities for learning and development within HR, Administration, and Recruitment functions.
Contribute directly to the growth and success of the Hanoi Office.
Key Responsibilities
Administration &
Office Management (60%)
Office Operations
Ensure the smooth day-to-day operation of the Hanoi Office.
Manage office supplies, pantry supplies, stationery, and office equipment.
Maintain inventory records and coordinate procurement of office necessities.
Supervise office cleanliness, workspace organization, and facility maintenance.
Vendor &
Facility Management
Coordinate with landlords, building management, and service providers.
Manage administrative vendors including:
Cleaning services
Courier services
Maintenance providers
Pantry suppliers
Office equipment vendors
Monitor contracts and service quality of external suppliers.
Employee &
Visitor Support
Provide administrative support to employees and visitors.
Coordinate meeting room bookings and office logistics.
Arrange travel bookings, accommodation, transportation, and business trip support when required.
Support onboarding logistics for new employees, including workstation preparation, access cards, office orientation, and coordination with IT.
Administration Documentation &
Compliance
Maintain and organize administrative records and documents.
Process invoices, purchase requests, and administrative expense claims.
Support internal audits and compliance requirements related to administration activities.
Ensure office operations comply with company policies and procedures.
Events &
Employee Engagement
Support the organization of company events, training sessions, employee engagement activities, and internal communications.
Coordinate logistics for meetings, workshops, and company functions.
Recruitment Support (40%)
Recruitment Coordination
Support end-to-end recruitment activities for assigned positions.
Coordinate interview schedules between candidates, hiring managers, and interview panels.
Arrange interview logistics and prepare interview documentation.
Candidate Management
Communicate with candidates regarding interview arrangements and recruitment updates.
Maintain positive candidate experience throughout the hiring process.
Support candidate database management and recruitment tracking.
Recruitment Administration
Post job advertisements on recruitment platforms and social media channels.
Assist with CV screening and candidate sourcing activities when required.
Prepare recruitment reports, interview evaluation summaries, and hiring documentation.
Support job offer preparation and onboarding documentation.
Onboarding Support
Coordinate onboarding activities for new hires.
Ensure completion of joining documentation.
Collaborate with HR, IT, and hiring managers to facilitate a smooth onboarding experience.
Recruitment Projects
Support employer branding initiatives, campus recruitment activities, career fairs, and recruitment campaigns.
Participate in HR and recruitment-related projects as assigned.
Qualifications
Education
Bachelor's Degree in:
Business Administration
Human Resources
Management
Economics
Foreign Languages
Or other related disciplines
Experience
Minimum 1-2 years of experience in office administration, HR administration, recruitment coordination, or related fields.
Experience in a multinational or professional services environment is an advantage.
Soft Skills &
Personal Attributes
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Detail-oriented, reliable, and highly responsible.
Service-minded with a positive and professional attitude.
Passionate about administration, office support, and customer service.
Enjoy helping others and take pride in delivering a positive employee and candidate experience.
Tactful, diplomatic, and able to communicate effectively with employees at all levels.
Attentive, thoughtful, and capable of anticipating needs before issues arise.
Strong stakeholder management and coordination skills.
Ability to maintain confidentiality and handle sensitive matters with discretion.
Proactive and able to work independently in a dynamic environment.
Comfortable managing multiple priorities while maintaining a high level of service quality.
Technical Skills
Good knowledge of administrative processes and office management.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Language Requirements
Good command of spoken and written English.
Ability to communicate professionally with internal and external stakeholders.
Key Success Factors
Ability to maintain smooth office operations and provide excellent employee support.
Efficient coordination of recruitment activities and candidate experience.
Strong attention to detail, confidentiality, and professionalism.
Flexibility in handling administrative and recruitment priorities simultaneously.
Why Join Bureau Veritas Vietnam?
Be part of a global leader in Testing, Inspection &
Certification.
Exposure to a dynamic multinational working environment.
Opportunities for learning and development within HR, Administration, and Recruitment functions.
Contribute directly to the growth and success of the Hanoi Office.