Senior Office Operations Specialist (Based in HCMC)

Objectives

• Senior Office Happiness Operations Specialist is responsible for managing various areas relating to the workplace: office management, vendor management, office operations budget & expense management and coordinate for internal engagement activities to bring employees the great experience in a positive and productive working environment.

What you will do

• Office Management (30 %)        
+ Managing the workspace to ensure it promotes collaboration and productivity and bring employee good experience at the workplace.
+ Ensure efficient operation of office equipment and facilities, and address any maintenance or repair needs.
+ Manage office layout & space utilization, making sure the workspace is used efficiently
+ Supervise and coordinate administrative staff, Tea-lady, including hiring, training, assigning tasks, and conducting performance evaluations.
+ Develop and implement administrative policies and procedures to ensure compliance with organizational goals, industry regulations, and legal requirements.


• Budgeting and Expense Management (20 %)        
+ Develop and manage budgets for administrative expenses, and monitor expenditures to ensure adherence to budgetary limits.
+ Review and approve invoices, purchase orders, and expense reports, and reconcile financial records as necessary.


• Vendor Management: (10 %)        
+ Manage relationships with external vendors, negotiate contracts, and ensure timely delivery of services or supplies.
+ Evaluate vendor performance and address any issues or concerns.


• Event Coordinator (10%)        
+ Handle logistical details and resolve any issues: happy hour, yep, company trip, town hall, internal events,...


• Business travels support (20%)        
+ Manage accounts & payments for business travels: Grab, Be, Taxi agents...
+ Travel Arrangements: Booking flights, accommodations, travel Insurance: for employees traveling on business trips.
+ Visa and Passport Assistance: Providing guidance and support for obtaining visas, renewing passports, and ensuring all necessary travel documents are in order.
+ Emergency Assistance: Providing 24/7 support and assistance for employees in case of emergencies, such as medical issues, flight cancellations, or lost luggage.
+ Post-Trip Follow-Up.


• Other task up on assignments from Line Manager.

Qualifications

• At least 4 years of experience in a Senior Office Operation Specialist/ Office Operation Lead.
• Proven experience in administrative management for dynamic working environments or similar roles. Be able to independently manage the office operations activities on daily basis.
• Have a good customer-centric and continuous improvement mindset to bring employees a great experience at the workplace.
• Strong communication skills (both written and verbal) to work with vendors and related stakeholders.
• Knowledge of relevant regulations and compliance requirements for workplace management.
• Strong problem solving & multi-tasking skills.
• Good project management & risk management abilities.
• Be proactive, can-do attitude. 
• Open-minded, highly adaptable; comfortable with change and ambiguity.
• Proficiency in Microsoft Office suite and other relevant software applications.