HR & Admin Assistant Supervisor

Mô tả Công việc
Position Summary:
You will be responsible for overseeing and optimizing all administrative functions, ensuring seamless and efficient operations across the 3 factories: Almonds, Venice & Pistachios. This role manages internal administrative systems, ensures compliance with company policies and audit standards. You will also serve as the main point of contact for external vendors, coordinating services such as security, cleaning to maintain a safe and productive environment. A key aspect of the role involves planning and executing internal communication and employee engagement activities to foster a strong company culture. Additionally, this position provides administrative and logistical support to senior management and other HR functions, serving as a critical backup for reception and administration coverage.
1. Administration & Procedures:
· Take the lead in reviewing, adjusting, and developing internal administrative management systems, including Regulations, Procedures, Forms, Policies, and Job Checklists, to ensure seamless, accurate, and efficient operations.
· Act as the focal point to support and handle issues related to foreign labor, including Letter of Invitation, Work Confirmation, Visa, Work Permit, Driving License, Health Check, etc.
· Prepare state reports related to the management of foreign labor needs, or other administrative reports as requested by the direct manager.
· Ensure all incoming and outgoing correspondence is managed systematically, securely, and sent to the correct recipients.
· Ensure administrative records are stored scientifically in accordance with the 5S standard and for audit purposes.
· Manage the issuance of employee ID cards.
· Manage the use of the Lactation Room, proposing repairs/upgrades or purchasing suitable equipment for the room.
· Verify and authorize documents and records related to the entry and exit of goods, equipment, and employees (within the scope of the HR & Admin department's authority).
· Ensure all administrative activities are performed on time, with quality, and with cost-efficiency.
· Prepare the annual administrative budget and control cost efficiency within the approved budget.
· Coordinate the periodic replacement of water filters at the Almonds and Venice factories. (Periodic filter replacement: Maint Team; Water sample testing & assessment: Lab Team; Filter purchase: Purchasing Team; Safety control: HSE Team.)
2. Operational & 3rd party Management:
· Manage, supervise, and ensure the operational effectiveness of 3rd party including security guard service and cleaning services. Organize regular quality review meetings to evaluate and improve service quality, handle arising issues, verify payment documents, submit monthly payments on time as per contract, and maintain payment records/necessary documents for audit purposes (whole cycle).
· Monitor the effectiveness of the catering service (Hiep Phat Food Canteen). Coordinate with the Canteen Committee to resolve issues related to meals and service quality.
· Act as the point of contact with Tien Nga owner to arrange regular grass cutting around the factories to prevent insect infestations.
· Conduct GEMBA walks with the QFS Team to identify and address areas for improvement.
· Identify, assess, control, and mitigate daily operational risks at the factories, reporting promptly to the HR & Admin Manager.
3. Internal Communication & Employee Engagement
· Plan and implement training and development programs related to Olam/ofi Care and Nutrition program from HR Country or Olam Global.
· Lead or support for internal activities such as Nuts Annual Award, ofi YES, Labor Conference, Blood Donation, Communication Meet, Year-end Party, EOM, Monthly Birthday, Christmas day, [protected info];
· Develop and execute internal communications and employee engagement activities at AVP, ensuring consistency in messaging and brand image. Evaluate the effectiveness of employee engagement activities and propose improvements to enhance the employee experience.
4. Other tasks/projects:
· Arrange meetings as requested by the Board of Directors, taking and drafting meeting minutes if required.
· Backup Plan for Receptionist/Admin Coverage
Stay up-to-date with industry trends, legal requirements, and best practices related to HR & Admin operations and update to Superior.