Office Admin

1. Office Operations & Administration
Manage daily office operations to ensure a well-organized and productive working environment
Maintain office layout, workspace assignments, and general upkeep
Oversee office supplies, inventory, and timely procurement
Coordinate office maintenance, vendors, and service providers
2. Documentation & Contract Management
Prepare, process, print, and manage internal documents and contracts for employees, freelancers, and partners
Ensure proper filing, tracking, and storage of all documents (both physical and digital)
Handle stamping, signing, and document circulation processes
Maintain accuracy, confidentiality, and version control of documents
3. Internal Coordination & Scheduling
Manage executive calendar, schedule meetings, and avoid conflicts
Coordinate internal meetings, prepare meeting rooms, and follow up on action items
Support communication across teams to ensure smooth workflow
4. Accounting & Expense Coordination (Internal-focused)
Prepare payment documents and support monthly expense tracking
Issue and manage internal invoices and coordinate with accountants when needed
Track budgets, expenses, and supporting documents for internal review
Handle accounting documents requiring signatures and ensure proper submission
5. Procurement & Vendor Management
Manage relationships with suppliers and service providers
Handle office-related purchases, orders, and expense tracking
Ensure timely delivery and cost-effective procurement
6. Event & Office Activities Support
Organize internal events, team activities, and company gatherings
Coordinate logistics including venue, catering, and materials
Prepare internal gifts for team occasions (e.g. Tet, Mid-Autumn, company events)
7. Data & Compliance
Maintain and update internal databases and records
Ensure compliance with company policies and administrative procedures
Support implementation of internal policies and process improvements
Ensure confidentiality of sensitive information
8. Additional Support
Assist in onboarding logistics (workspace setup, documents, coordination)
Support internal projects and ad-hoc administrative tasks
Handle urgent operational issues (e.g. office disruptions, supplier delays)
Ensure health & safety compliance, including office supplies and basic arrangements