Job Description

Location: Ho Chi Minh

Reports To: Admin Lead (HCMC)

The Administrative Officer is responsible for executing all assigned administrative, office operations, and employee support activities for the HCM office.
This role ensures smooth daily office operations, consistent employee experience, and effective coordination with the Admin team in HCMC.

I. KEY RESPONSIBILITIES:

1.Front Desk & Office Operations:

• Perform receptionist duties at the HCM office
• Manage office mailing and delivery handling
• Handle office telephone operations (if applicable)

2. Employee Services: With the instruction from Admin Lead

3.Travel Arrangement for HN Team

4. Information & Resource Management: Manage office library and information resources at the Hanoi office

5. Administrative Support:

• Support onboarding and offboarding logistics for Hanoi employees, including:
• Workspace setup
• Coordination of IT assets

6. Office Safety, Security & Access Control

• Execute office safety and fire protection procedures at the Hanoi office
• Support office security operations, including CCTV and security systems
• Manage office access rights, including: Physical keys, Access cards, Fingerprint registration

7. Physical Office Workability & Maintenance

• Conduct daily office tours and checks
• Coordinate office equipment usage and maintenance
• Support office furniture arrangement and setup
• Manage filing room organization
• Coordinate office maintenance activities such as: Carpet cleaning, Curtains, Lighting, FCU, Air purifiers

8. Office Cleanliness, Greenery

• Ensure office cleanliness standards are met
• Maintain office plants

9. Office Asset Management

• Execute purchasing of office assets for Hanoi, including: Office supplies, Admin tools, etc.
• Maintain office asset records, including: Inventory tracking, Asset warranty & repair coordination, Asset liquidation support

II. KEY REQUIREMENT:

• 1-3 years of experience in Administration, Office Operations, Hospitality, Guest Relations, or similar fields.
• Hospitality background is preferred.
• Strong English communication skills (written and spoken).
• Highly proactive, self-driven, and able to work independently with minimal supervision.
• Strong ownership and accountability; able to drive tasks to completion.
• Customer service mindset with excellent stakeholder management skills.
• Organized, detail-oriented, and capable of handling multiple priorities effectively.
• Committed to maintaining a professional, safe, and efficient workplace environment.