Office Manager

Job Summary:

The Office Manager is responsible for overseeing the smooth and efficient operation of the office, ensuring all administrative tasks are completed effectively. This position requires strong organizational and leadership skills to manage a team, coordinate day-to-day office activities, maintain office systems, and contribute to creating an efficient and positive workplace. The Office Manager will also support Company chairman or Other Head of Department by performing executive-level administrative tasks.

Key Responsibilities:

• Office Operations Management:

o Oversee daily office functions and manage administrative staff to ensure smooth office operations.

o Maintain and organize office supplies, ensuring adequate stock levels and proper inventory management.

o Implement and enforce office policies and procedures to ensure operational efficiency.

o Manage and coordinate office space, ensuring an organized, safe, and comfortable environment for employees.

o Dealing with stake holders and management team

• Team Leadership & Support:

o Advice and support the oversea IT management team;

o Supervise, train, and mentor junior office staff, providing guidance to improve overall office operations.

o Delegate tasks to staff and ensure proper follow-through on all assignments.

o Evaluate and address performance issues, providing regular feedback and support to the office team.

o Collaborate with other departments to facilitate communication and improve workflow.+

• Executive Assistance:

o Provide high-level administrative support to senior management, including calendar management, travel coordination, meeting scheduling, and correspondence.

o Prepare reports, presentations, and other documents for senior leadership.

o Handle confidential information with discretion and professionalism.

• Financial Administration:

o Dealing with SBV and bank

o Experienced with oversea loan and manage the SBV monthly report

o Understand FDI capital regulations

o Oversee office budgets, track expenses, and provide reports to senior leadership.

o Approve invoices, track receipts, and manage petty cash.

o Coordinate with finance teams on any office-related financial matters.

• Vendor & Supplier Management:

o Build and maintain relationships with office vendors and service providers (e.g., maintenance, office supplies, IT support).

o Negotiate contracts and terms with vendors to ensure best pricing and quality of service.

• Event Planning & Coordination:

o Plan and coordinate company events, meetings, and conferences.

o Manage logistics for office events, including catering, transportation, and accommodations.

• Technology & Systems Management:

o Oversee office technology, including phones, printers, computers, and software systems.

o Collaborate with the IT department to ensure all systems are functioning efficiently and employees have the necessary tools to perform their duties.

• Compliance & Safety:

o Ensure compliance with health, safety, and regulatory requirements.

o Maintain office safety protocols and ensure that employees are trained on safety measures.

Required Skills and Qualifications:

• Bachelor's degree in Business Administration, Management, Law, or related field (preferred).

• Excellent written and verbal English – Vietnamese communication skills.

• Minimum of 1 - 3 years of experience in office management, administration, or related fields, with at least 1 year in a leadership role.

• Proven ability to manage a team, prioritize tasks, and meet deadlines in a fast-paced environment.

• Strong organizational, multitasking, and problem-solving skills.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.

• Ability to maintain confidentiality and handle sensitive information.

• Strong attention to detail and a proactive approach to tasks.

• Experience with budgeting, office supply management, and vendor negotiations.

Preferred Qualifications:

• Experience in IT & Real Estates sectors.

• Familiarity with HR processes, including employee onboarding and compliance management.

Work Environment:

• Office-based position

• Full-time, with standard working hours of 7:30am to 4:30pm, with occasional evening or weekend work as needed for events or urgent tasks.

Salary and Benefits:

• Salary range: Negotiable

• Private Health insurance, SIHIUI contribute in full, 100% salary during probation period.

• 13th month salary committed.