HR Operations & Administration Assistant

Job Overview: The job purpose is to ensure efficient daily HR and Administration operations, including recruitment, personnel documentation, and attendance management, while maintaining compliance with labor laws and internal regulations. The role also requires effective collaboration with internal teams and external partners to ensure timely and accurate execution of tasks. In the long term, the position is expected to develop management capabilities in preparation for future leadership roles.
Responsibilities:
1. HR operations support (30%)
• Organize recruitment activities.
• Support the onboarding and offboarding processes for employees, including documentation and coordination with relevant departments.
• Manage employee social insurance procedures, including enrollment and termination.
• Provide support and address employees' questions and concerns when needed.
• Coordinate with external service providers when needed.
2. Administration (35%)
• Monitor payment progress to ensure timely payment requests; manage and provide order documents to the accounting team to complete payment documentation for vendors.
• Monitor leave schedules, propose leave arrangements when necessary, and manage monthly attendance records.
• Receive, send, and manage documents and samples to and from the company.
• Order and manage office supplies and employee uniforms.
• Manage workplace cleanliness and manage factory access control and security. Including directing cleaning lady and security staff.
3. Labor compliance & contracts (15%)
• Draft and review labor contracts, appendices, and HR documents.
• Ensure compliance with Vietnam Labor Code.
4. Personnel documentation (10%)
• Review and organize personnel files.
• Set up a structured and accessible filing system.
5. Authorities liaison (10%)
• Prepare documents for inspections and audits.
• Liaise and provide explanations to authorities when required.
• Coordinate with internal/external parties to ensure compliance.