Job Description

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

Requirements

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

Benefits

• 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