Office Coordinator

Mô tả công việc
The primary focus of this position will be to closely collaborate with all the stakeholders of Hanoi office - local associates, potential candidates, services providers, HR members in the US, ... to ensure the smooth operation of the whole office, which includes:
• Greet visitors, answer incoming phone calls,
• Opening and distributing daily mail
• Ordering office supplies, snack and drink, mask, hand sanitizer... as necessary
• Maintaining all facilities and equipment in good conditions, arranging necessary repairs when necessary
• Ensure the hygiene, safety, and comfort of the office. Coordinating with office maids to ensure office sanity and cleanliness
• Office decoration and refurbishment
• Supporting HR activities including:
▪ Staffing: collecting CVs, arrange interview schedule and other arrangements, reference checks if required
▪ Drafting paperwork: offer letter, employment contract, and other HR decisions
▪ Coordinating associate engagement activities: work with the local Trade Union and local finance to prepare for company events
• Preparing for onboarding new hires (parking, fingerprints,...) and checking all required personal paperwork is in place
• Training new hires: leave record, timesheet, Style Guide, Wellness and Associate program, SuccessFactors
• Managing associate attendance & leaves, calculate OT payment and provide timely info to support payroll.
• Reconcile attendance record and AX timesheet data to resolve conflicts if any. Liaise with related RMs to reconfirm their team's attendance/ leave record
• Submit paperwork to local authorities on behalf of associates and update/ amend where necessary (local social insurance), support claims (sick leave, maternity) for associates
• Making travel arrangements for Associates traveling to and from the Vietnam office
• Coordinating and providing support for associates in respect of office use (meeting rooms, common areas), common rules
• Administer Bao Viet health care plans: register for the new hire, terminate for separation, support insurance claims for associates
• Support rolling out HQ initiatives by finding vendors and get quotations to prepare company gifts (shirt, cup, etc...)
• Manage the service of the office building: office lease contract, office refurbishment plan, and execution