Office Manager cum PA

MAIN ACCOUNTABILITIES AND ACTIVITIES:

Administrative Support

• Act as the primary point of contact for the office, handling all incoming correspondence and phone calls.
• Complete administrative tasks such as filing paperwork, and maintaining accurate documentation systems.
• Assist with onboarding new employees, ensuring they have the necessary resources and access to office facilities.
   

Financial & Budget Management

• Oversee the office budget, including processing invoices, managing petty cash, and tracking expenses.
• Keep a detailed and accurate record of the office administration budget, ensuring all expenditures are within approved limits and reporting regularly to management.
• Coordinate with the Finance & Accounting team to ensure timely payments to vendors and suppliers.
   

Facility & Resource Management

• Schedule and supervise regular maintenance visits to ensure office facilities are in optimal condition.
• Order office furniture, equipment, and supplies as needed, ensuring seamless day-to-day operations.
• Manage office inventory, monitor stock levels, and replenish resources proactively.
   

Human Resources Support

• Assist HR in administrative tasks, such as coordinating internal events and supporting employee welfare initiatives.
• Ensure compliance with company policies and local regulations related to workplace safety and employee well-being.
   

Event Planning & Coordination

• Plan and organize company events, including retreats, holiday parties, and team-building activities.
• Coordinate logistics, venue booking, catering, and event communications to ensure successful execution.

Travel Arrangements

• Make travel arrangements for employees and executives, including booking flights, accommodation, and transportation.
• Liaise with other Secretaries/Personal Assistants of senior/global leadership members to arrange and coordinate their visit schedule and itinerary in Vietnam
• Handle visa applications and travel-related documentation.

REQUIREMENTS:

• Bachelor’s degree in Business Administration, Office Management or a related field is preferred.
• Minimum 4 years in a similar office manager or personal assistant role; direct experience in setting up a new office will be a significant advantage.
• Excellent organisation and multi-tasking abilities
• Strong communication skills in English & Vietnamese.
• Proficiency in MS Office Suite (Word, PowerPoint, Excel)
• High level of discretion, integrity, and professionalism in handling confidential/sensitive information
• Ability to prioritize tasks for multiple senior executives.
• Proactive and resourceful approach to problem-solving.
• Strong interpersonal skills and service-oriented mindset.
• Flexibility to handle diverse tasks and changing priorities.