Senior Office Management & HR Admin

Job PurposeThe Senior Office Management & HR Admin is responsible for ensuring the smooth operation of office facilities, administration processes, and compliance with company policies. The role oversees business trip arrangements, vendor coordination, office supplies, receptionist supervision, and renovations. Additionally, the position supports employee engagement and internal event management to enhance the working environment and company culture.Key Responsibilities a. Office Management (70%)Business Trip Management • Manage business trip arrangements for all employees except the Board of Directors (BOD), including booking hotels, flights, buses, trains, and arranging car rentals. • Monitor and report business trip expenses (daily allowances, entertainment fees, other costs). • Ensure travel expenses comply with company policies and optimize costs.Office Operations & Facility Management • Coordinate with building management for lease contracts, parking fees, utilities (electricity, water), and maintenance services. • Supervise cleaning services and ensure quality and scope of work are delivered as contracted. • Ensure functionality of key office systems: CCTV, printers, telephone lines, and company-owned mobile numbers. • Ensure timely resolution of operational issues and avoid service disruptions through preventive maintenance and payment follow-ups. • Conduct routine checks of office premises including pantry, meeting rooms, workspaces, and shared facilities to maintain cleanliness, functionality, and compliance with internal rules. • Enforce office conduct and housekeeping standards among staff.Receptionist & Vendor Management • Supervise and guide the receptionist to ensure high-quality service, professional guest handling, and smooth front-desk operations. • Support training and development of receptionist staff to align with company standards. • Manage third-party vendor relationships (cleaning, maintenance, telecom, etc.) to ensure service quality and cost efficiency.Office Supplies, Furniture & Renovation • Manage inventory and maintenance of office supplies, equipment, and furniture (desks, chairs, shelves, kitchen appliances, etc.). • Oversee office renovation projects, including layout design, contractor management, scheduling, and cost control to minimize disruption. • Ensure ergonomic and safety standards in office layout and infrastructure.Transportation & Cost Optimization • Track and validate taxi and Grab usage; ensure payments are accurate and timely. • Set up and manage the Grab Business account to support team mobility while maintaining budget control.Policy, Process & Reporting • Review and propose improvements to internal admin processes and policies for better efficiency and effectiveness. • Support the administrative needs of other teams and functions. • Generate and maintain reports on office expenditures, travel costs, vendor service levels, and facility performance. b. Employee Engagement & Internal Events (30%)Employee Engagement & Company Culture Initiatives • Plan and execute internal employee engagement activities to strengthen company culture. • Act as the main coordinator for internal events at the Hanoi co-working office. • Support and assist in organizing company-wide events, team-building activities, and HR engagement programs. • Ensure effective communication and participation in engagement activities.Office Events & Employee Well-being • Organize tea breaks and pantry restocking to support a comfortable employee environment. • Respond promptly and professionally to employee feedback or concerns regarding admin-related matters. • Support the delivery of company-wide events, annual parties, and celebration activities that build team connection. • Collaborate with internal stakeholders to develop event themes, manage logistics, and track participation impact. • Support HR department operations and assist with additional administrative tasks assigned by management.