Senior Admin Executive

Job Description:

1. Operations & Facility Management

• Logistics & Travel Management: Manage travel arrangements, hotel bookings, visa applications, and expense reimbursements.
• Office & Facility Maintenance: Ensure proper functioning of office assets (air conditioning, fire alarm, CCTV, lighting). Coordinate cleaning services, pest control, and workspace organization.
• Office Supplies & Procurement: Plan, order, and manage office inventory (stationery, equipment, amenities). Maintain vendor relations and process invoices.
• Workspace & Renovation Management: Manage seating arrangements, workspace optimization, and renovation projects within DB team areas. Coordinate with relevant teams for smooth execution.

2. Administrative & Financial Support

• Document & Record Management: Handle official company documents, approval workflows, and administrative records. Ensure compliance in document storage and retrieval.
• Budget & Expense Tracking: Track admin budgets, process invoices, and manage financial documentation.
• Reporting & Communication: Manage incoming/outgoing official correspondence, notify service status updates, and maintain databases.

3. Event & Employee Engagement

• Event Coordination: Plan and execute internal events such as company anniversaries, team-building, and celebrations (e.g., Women’s Day, Tet, Mid-Autumn Festival).
• Employee Welfare & Support: Support employee onboarding, maintain welfare programs, and oversee HR-related benefits.
• Cultural Activities: Organize team bonding sessions, company retreats, and recreational activities.

Requirements:

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 3-5 years in administrative, facility management, or operational roles.
• Strong multitasking, prioritization, and problem-solving skills.
• Excellent written and verbal skills in both English and Vietnamese.
• Proficient in Microsoft Office, Google Workspace, and company-specific systems.
• Ability to work independently and lead projects effectively.