Senior Associate, Office Administration

Responsible for Admin work
• Coordinate and providing an oversight of a wide variety of administrative tasks and cross-functional support between functional areas.
• Handle daily purchase requisitions and purchase - to - pay function. Taking responsibilities on new purchase or liquidation
• Maintain an accurate filing and data tracking. Ensured maintenance of records meet policies, procedures, and guidelines.
• Arrange COO travel including Air ticket, hotel accommodation and visa; booking other transportation, arranging lodging and meeting accommodations.
• Proceed payment claim for COO such as travel, transportation, meals with guests/visitors. Ensure the payments are paid on time.
• Assist in organizing and coordinating company events such as Company's anniversary, Team Building, Year-end Party, Workshop, etc.
• Check all invoices for appropriate documentation and approval prior to payment for Hanoi office (stationery, mailing, taxi, bike parking...).
• Order the office supplies (directly or through Hanoi partner) and maintaining facilities spending within the approved budget.
• Make sure adequate F&B supplies in the pantry for Hanoi office within approved budget.
• Ensure all the contracts/agreements are signed timely and renewing on time.
• Prepare report (occasionally/monthly/quarterly/halfly/yearly).
• Perform any other duties as assigned by COO.
Responsible for Property and Office Management
• Responsible for vendor scheduling and maintenance
• Oversee the maintenance to ensure the office health check and safety is scheduled and performed.
• Assure the tidiness of the reception and conference/meeting rooms.
• Assist the Property Manager with building inspections and maintain an inventory of office supplies
• Handle any issues regarding maintenance or service requests quickly and have quick support actions or solutions, passing along urgent matter to the Property Manager, when appropriate.
• Provide leadership, responsiveness, and creativity in finding solutions.
• Work continuously to improve processes, systems, and overall employees' satisfaction.