Job Description
1. Strategic Planning & Operations
- Design and manage General Affairs strategies and annual budget
- Continuously improve procedures, workflows, and documentation in the GA department
- Ensure all GA operations align with company policies and compliance requirements (e.g., ISO, legal)
2. Office & Facility Management
- Oversee asset management and procurement activities
- Ensure proper maintenance and upgrade of office equipment, workspace, and landscape
- Coordinate new office setup and relocation (local and global)
- Lead execution of internal events, company trips, and employee engagement programs
3. Global Mobility & Administrative Support
- Manage visa, passport, work permit applications for staff traveling/working overseas
- Liaise with government authorities and vendors to ensure timely execution of administrative procedures
- Supervise receptionist, housekeeping, and admin staff in daily office operations
- Coordinate with the Finance team for payment processing and cost control
4. People Management & Stakeholder Engagement
- Build, lead and coach a high-performing GA team (team size >15)
- Set clear KPIs and development paths for team members
- Partner with department heads (HODs) and internal stakeholders to align GA support with business needs
- Drive change management initiatives and foster a strong service-oriented mindset within the team
Requirements
- Bachelor's degree in Administration, Human Resources, Economics, or related fields
- Minimum 5 years of experience in Administration/General Affairs, with at least 2 years in managerial roles
- Solid experience in vendor management, budgeting, procurement, and office operations
- Proven track record in managing visa/passport processes and dealing with authorities
- Strong interpersonal, negotiation, and communication skills
- Excellent at managing stakeholders and cross-functional teams
- Excellent organizational skills and ability to manage multiple priorities under pressure
- Fluent in English (spoken and written)
- Experience working in IT/tech companies is a plus
Preferred Competencies
- Change management & critical thinking
- Team leadership in medium-to-large sized organizations (-500 employees)
- Cultural awareness and fit in a diverse working environment
- Familiarity with ISO standards and internal audit processes
- Proficiency in tools/software for GA operations and reporting
Benefits
- Attractive salary package
- Salary reviews twice a year
- Flexible working hour (between 7:30am - 7:30pm on staff's preference)
- Premium health care up to $3,000/year
- Working in One of the largest Ecommerce Agencies in South East Asia - Professional English environment
- Free English, Japanese and professional training packages
- Firm's Certified Qualifications Sponsorship for career development
- Annual company trip inside or outside Vietnam
- Other fun activities: happy hour, quarterly team building, football club, yoga club, swimming club, charity activities, etc.
- Free entertainment parties: Birthday party, Anniversary party, Sum-up Party, Year-End Party, etc.
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