Senior Office Administrator

We seek a dedicated professional for this 8-month contract position on behalf of our esteemed medical device client. The role involves comprehensive administrative management, including maintaining office, apartment, and warehouse environments, vehicle management, document archiving, and addressing issues across our Hanoi and Ho Chi Minh offices. The candidate will also be responsible for expense and fixed asset management, ensuring budget adherence, asset maintenance, and timely reporting.
Administrative Management
- Office/apartment/warehouse management: Maintain office/apartment/warehouse to provide staff with a comfortable working/living environment. Make the 5S check regularly and ensure there are no effective complaints.
- Vehicle management: Maintain the vehicle in compliance with the regulations.
- Archive documents timely and manage an effective filing system, to ensure no loss due to the ineffectiveness of documents/certificates.
- Handle the arising issues of the 2 offices: Hanoi and Hochiminh.
- Complete procurement of computer assets and office supplies, etc.
Expense & Fixed Asset Management
- Annual budget management, from the monthly reports and supervision to budget control and reminders to all the local teams, does not exceed the annual expense budget.
- Manage fixed assets in good condition with no loss of the fixed asset
- Complete the stock-taking punctually and output the stock-taking report on time
- Coordinate with GM and Operation Managers to complete the yearly budget reasonably and punctually
- Execute the budget based on the approved list, manage the fixed expense, monitor current budget progress regularly, and report to HQ admin and Operation Managers if there is any exceptional situation (over budget, budget inexecution, etc)
Business Support
- Important meeting and customer receiving arrangement, no effective complaints.
- Assist and coordinate with Finance, HR, Marketing, Legal related issues. Fulfill the job timely and with high quality.
- Deploy Employee benefits: Month award, Birthday, Marriage,... and Onboarding new employees.
- Recognize the potential risks in the subsidiary and provide give feedback to HQ admin and Operations managers regularly and be able to put forward the solutions.
- Support Sales in Entrusted contracts, Letters of Authorization for Distributors attending the tenders
- Apply payments to suppliers in the Concur/SAP system on time.
Others: Follow HQ's requirement to customize the local procedures and provide feedback local the actual situation. Cooperate with HQ and respond to their demand within two working days.