The Admin Officer role ensures smooth daily office operations and a productive, well-supported working environment for all employees. The role partners closely with HR, Finance, ITSM and other functions to deliver consistent, timely and budget-aligned administrative services.
The role involves hands-on ownership of office operations and day-to-day employee experience. Key responsibilities include travel and accommodation arrangements, office payments, supplies and services, internal events, and on-/off-boarding logistics, while managing relationships with internal stakeholders and external vendors.
Job Responsibilities
· Travel & accommodation coordination
o Coordinate end-to-end business and training travel, including ticket booking, itinerary preparation, internal approvals and last-minute changes
o Arrange accommodation for visiting or relocating employees, including options review, booking confirmation, check-in/check-out coordination and cost tracking per policy
· Office finance & budget support
o Manage office payments and reconcile vendor invoices with AP team
o Track team event spends and support budget planning
· Office operations & facilities management
o Manage office supplies, pantry items and welcome-kit inventory
o Coordinate outsourced office services and liaise with building management on facilities matters (access cards, parking…)
o Maintain office hygiene standards by coordinating cleaning, restocking pantry consumables and ensuring timely waste collection.
o Conduct routine office checks (meeting rooms, working areas, pantry…), log issues and coordinate with IT/building/vendors until closure
· Employee experience, events & people logistics
o Plan and deliver regular office activities and company events
o Support employee onboarding and offboarding logistics
o Provide day-to-day administrative support and respond to employee requests
· Vendor, stakeholder & documentation management
o Build and maintain relationships with key vendors and partners to ensure service quality
o Maintain administrative records, trackers and shared documentation
Must-have:
- College or bachelor’s degree in business administration, Economics, HR or related fields
- At least 2 years of experience in an Admin or Office Executive role
- Good working knowledge of Microsoft Office and Excel
- Experience working with vendors and external service providers
- Responsible, proactive and service-minded
- Strong organizational skills and attention to details
- Working-level English (business emails and basic conversation)
Nice-to-have:
- Experience in a multinational company or a fast-growing startup
- Experience supporting internal events
- Familiarity with Confluence, Jira and Slack
- Exposure to budget tracking and payment reconciliation
Soft skills:
- Strong customer-service mindset
- Empathy, active listening and a friendly, helpful attitude in every interaction
- Communication and stakeholder coordination
- Time management and multi-tasking
- Negotiation and vendor management
- Discretion and confidentiality
- Meal and parking allowance are covered by the company
- Full benefits and salary rank during probation
- Insurances as Vietnamese labor law and premium health care for you and your family without seniority compulsory
- Performance bonus up to 2 months
- 13th month salary pro-rata
- 15-day annual leave+ 3-day sick leave + 1 birthday leave + 1 Christmas leave
- SMART goals and clear career opportunities (technical seminar, conference, and career talk) – we focus on your development
- Values-driven, international working environment, and agile culture
- Overseas travel opportunities for training and working related
- Internal Hackathons and company’s events (team building, coffee run, blue card…)
- Work-life balance 40-hr per week from Mon to Fri
