Chi tiết
MAIN PURPOSE OF THE ROLE
The Office & HR Administrator plays a crucial role in ensuring the smooth operation of office functions and HR administrative support. The individual in this role will act as a key point of contact for both employees and external vendors, ensuring high standards of service and compliance with company policies.
KEY RESPONSIBILITIES
OFFICE ADMINISTRATION (60%)
Vendor management & procurement
Identify, evaluate, and recommend suitable vendors for office operations and services to ensure cost-effectiveness and quality.
Draft, review, and maintain vendor contracts; monitor contract terms, ensure timely renewals and compliance with company policies.
Coordinate with Finance to process monthly payments to vendors in accordance with agreed terms and internal procedures.
Office/Facility Management
Oversee & manage office asset/supplies including stationery, pantry equipment/essential.. and other office assets to ensure smooth daily operations
Ensure firefighting and prevention equipment is up to date and compliant.
Manage daily incoming & outgoing mailing/express delivery services.
Administrative payment support
Prepare and submit payment requests for vendors and service providers under the admin scope, ensuring completeness of supporting documents and internal approvals.
Coordinate with Finance team to ensure timely processing of payments as agreed terms.
Track payment status and follow up with vendors or internal stakeholders as needed.
Support Finance team by providing necessary documentation and details for bank transactions related to administrative expenses (e.g., office supplies, service providers, utilities).
Maintain accurate records of payment requests and transactions.
HR ADMINISTRATION (35%)
Employee Benefits & Compensation
Administer Bao Viet Health Care Insurance for employees
Work with agency & coordinate with
HR Manager to organize health checks for employees
Consolidate and submit monthly employee timesheets to HR/Finance for payroll processing.
Company Events & Internal Communications
Organize company events and celebrations (Women Day, Children Day, Mid-Autumn Festival, etc...)
Support internal communication initiatives and employee engagement activities.
FUNCTIONAL SUPPORT & COMPANY PROJECTS (5%)
Regulatory Affairs Support: Assist RA team with document scanning and obtaining wet signatures from Country Manager
Transportation & Logistics: Book and manage car booking/car rental for employees as per company policy
Company Project: Provide administrative support for company projects as assigned
Other responsibilities: Perform additional tasks assigned by Line Manager to support business needs
