Office & Admin Specialist

1. Workplace Operations & Facility Management

• Workspace Excellence: Oversee and maintain all office areas, ensuring they are consistently organized, clean, safe, and professional. Act as the primary point of contact for external services (cleaning, security, and building management).
• Asset & Equipment Oversight: Monitor, track, and manage the inventory of all office equipment (printers, air conditioners, lighting, internet connectivity, etc.). Proactively coordinate routine maintenance, safety audits, and prompt repairs.
• Supply Chain & Inventory Control: Manage stock levels, plan procurement, and distribute office supplies, pantry snacks, and beverages to fulfill the ongoing needs of all business units.
• Onboarding Readiness: Partner with HR to prepare workstations, coordinate seating arrangements, and assemble welcome kits for all incoming new hires.

2. Administrative Excellence & Logistics Support

• Business Travel Coordination: Manage and execute travel logistics, including flight bookings, hotel accommodations, vehicle arrangements, and expense reconciliations for executives, specialists, and visiting clients.
• Corporate Hospitality: Act as the face of the company at the reception area, welcoming clients, partners, and candidates with extreme professionalism while coordinating meeting room schedules.
• Financial Admin & Billing: Consolidate invoices, verify monthly utility bills (electricity, water, internet, couriers, corporate transportation), and process timely payment requests through the finance system.
• Document Control: Supervise incoming and outgoing mail, manage courier services, and handle the archiving of official corporate documents and administrative stamps securely.

3. Smart Operations & Event Logistical Support

• Event Logistics: Partner closely with the HR team to provide heavy logistical support, procurement, catering coordination, and thematic decorations for signature events (Town Halls, Year-End Parties, Team Building, Happy Hours).
• Digitalization & Smart Workflows: Leverage digital project management platforms to digitalize asset tracking, facility booking, and administrative approval chains.
• AI Tool Integration: Utilize AI productivity tools to draft internal administrative announcements, policies, and optimize resource reporting.

Job Requirements

• Experience: 3 years of proven experience as an Office Administrator, Executive Assistant, Front Desk Specialist, or a similar operational support role. Experience within the tech industry, fast-paced startups, or creative agencies is a strong plus.
• Education: Bachelor’s degree in Business Administration, Hospitality Management, Foreign Languages, or a related field.
• Language & Communication: Proficient written and verbal communication skills in both Vietnamese and English to interact effectively with international clients, expatriates, and building management.
• Core Competencies:
  • Exceptional interpersonal skills with a strong service-oriented mindset.
  • Highly organized with a proven ability to multitask, prioritize under pressure, and solve problems independently.
  • Advanced proficiency in Google Workspace (Docs, Sheets, Slides).
• Tech Savviness: A strong curiosity or experience in adopting digital workplace applications and AI tools to maximize administrative efficiency.
• Personal Attributes: Meticulous, highly trustworthy, proactive, and possessing a sharp eye for detail.