Office Administrator

This role will report to the HR Manager. This is a senior position where we expect experienced candidates to have self-starter attitude and proactive approach to developing their work and our growing Oivan Vietnam office.Department secretary tasks: Manage organization events like team lunch/dinner, team building, etc. Manage department’s assets / equipment /facilities/ inventoryWelcome new staff, arrange devices, email encryption accounts and others related issues for new joiners; do the exit checklist for offboarding people. Support purchasing process (contacting vendor, getting good quotation, raising work-on, receiving goods, and proceeding payment)Set up meetings/workshopSupport invitation letter, accommodation/transportation/hotel bookingWelcome and support guests (welcome, drinks, fruit, preparation, lunch, and dinner booking)Support travel arrangement (visa, insurance, transportation, hotel, and flight booking, advance and claim settlement) Follow up maintaining and fitting out process when needed Check workload and instruct cleaning service for officeUpdate department organizational chart and prepare reports if required 2. HR & Finance support:Support HR with recruitment tasksManage local HR/Admin calendar for newcomers according to the timelineKeep track of the leaves of team members and manage working hours/timesheetHandle onboarding/offboarding and maintaining local handbook Run a budget proposal for any plans with departmentsFollow up vendors for red invoice and update info in petty cash other additional tasks from function team 3. Ad-hoc tasks:Distribute documents/materials to associates if have Prepare and process payment-related documents departmentHandle other tasks assigned by Managers Support.