HR Administration Coordinator, Asia

Your Job:

 

As the HR Administration Coordinator, Asia you are a key go-to person for Brooks HR in Asia providing administrative supports on a wide range of HR areas. In this role, you are the first point of contact for employees and visitors at all levels in Brooks in responding to or directing them to the appropriate resource when it comes to for questions  on HR policies, processes and procedures. Ultimately, you will support the HR team in ensuring our HR department supports our employees while conforming to Brooks Policies and respective labor laws. Our ideal candidate has experience with HR procedures and can juggle various administrative tasks in a timely manner.

 

Your Responsibilities:

 

- Support general office and facility operations in South Vietnam office.

- Administer the office carpool, car bookings, driver’s performance and work with car rental vendor to improve car service quality in Vietnam and standardize the transportation process in Asia.

- Provide general support for business trips arrangement of Brooks employees as well as internal and external visitors (e.g. business visas, accommodations, flight booking, local transportations, etc.) to ensure these arrangements are proceeded timely and properly in Asia locations.

- Monitor office supply inventory (stationery, food & beverages, printing paper, etc.) and budget. Coordinate with Accounting team for payment process and clearance procedures for monthly purchase of office supplies for all offices in Asia.

- Track and update the corporate vendor list for frequent services such as: hotels, air ticket agents, visa agent, car vendors, etc.   Regularly evaluate vendors’ performance in terms of quality and cost-effectiveness.

- Monitor costs and expenses and maintain a filing system to provide data for budget planning for office expenses. Review invoices for services, carry out required internal processes to request payments and ensure all invoices are paid on time.

- Keep track and make regular payments for expatriates’ rent in a timely manner within approved budget. Review  the  lease terms (rent, payment term, diplomatic clause, etc.)  lease agreement renewal or new lease agreements and flag any items requiring further review for HR Lead.

- Organize the regular office events (Birthday, Fruit-time, Women Day, Christmas, etc.). Participate in the organization of company-wide events (Company trips, Year-end Dinner, Team off-sites, etc.) to build office culture and team engagement.

- Support on document filing for work permits/ resident visas when necessary. Provide support as needed during the relocation of expatriate assignees to host country (home search, air tickets, transportation, shipment of belongings etc.).  

- Be the on-the-ground contact point to assist US Legal/ Accounting teams on various tasks when necessary.

- Arrange for shoes gifts for newcomers, employees and support for shipping/customs requests.

- Arrange the annual health check-up for employees with a dedicated and professional health care center.

- Support HR Lead, Asia in designing office policies and procedures, standardizing and ensuring that the office processes are carried out properly for all Asia offices.  Coordinating Asia office activities and operations to secure efficiency and compliance with local practices.

- Support the HR team in creating the best working environment for the teams in Asia offices.

 

- Work closely with all Asia HR team members to support the activities of the HR department and ensure that all HR administration is conducted accurately and in a timely, efficient manner.

- Responsible for updating and maintaining Asia Master Employees Data spreadsheet.

- Provide assistance to HR Lead, Asia in collecting information for HR Reports on a monthly / quarterly basic.

- Exercises individual judgement when dealing with potential or real issues and brings them to HR Leaders’ attention.

- Assist in ad-hoc Regional and Local HR projects.

- Perform other tasks as assigned.

Qualifications:

- Bachelor’s degree OR equivalent combination of education and  related work experience.

- Minimum 1+ years’ experience in general admin operations in a multinational working environment

- Fluent English communication skills.

- Ability to work professionally and efficiently within the team and across departments.

- Results-oriented person with the ability to balance and prioritize numerous tasks and utilize all available resources with a high sense of urgency and self-motivation.

- Computer proficiency with MS Office programs.

- A passion for running enthusiasts and active lifestyle.

- Embraces and lives the Brooks values!