Senior Office Administrator

The Position

What You Will Be Doing

Office Budget & Expense Management

• Track office budgets and expenses and maintain accurate records.
• Monitor actual spending against approved budgets and highlight significant variances.
• Prepare regular budget and expense reports for the Office Manager.
• Process and follow up on invoices, expense reports, reimbursements, and office‑related payments.
• Create and track purchase orders (POs) and coordinate with Finance and relevant teams for payment processing.
• Maintain proper records of quotations, contracts, invoices, POs, and other supporting documents.
• Compare vendor quotations and support vendor selection and purchasing decisions.
• Identify opportunities to improve cost efficiency and simplify administrative processes.

Office Administration & Operations

• Support daily office operations, including facilities, maintenance, office supplies, parking, and other administrative matters.
• Respond to employee inquiries related to office facilities, supplies, parking, building policies, and other office services.
• Support employee onboarding and offboarding activities, including office access cards, parking registration, welcome kits, and other administrative arrangements.
• Maintain office documents and filing systems, both electronic and physical.
• Track office supplies and inventory and arrange replenishment when needed.
• Coordinate with vendors and building management for office services, maintenance, and repairs.
• Work closely with HR, IT, Finance, and other teams on office‑related tasks and projects.
• Prepare reports, presentations, trackers, and administrative documents as required.
• Identify day‑to‑day operational issues and suggest practical improvements.

Administrative Support to General Manager

• Provide day‑to‑day administrative support to the General Manager to ensure effective organization and coordination of business activities.
• Manage and coordinate the GM’s calendar, meetings, appointments, and internal schedules as required.
• Arrange business travel and related logistics, including flights, accommodation, transportation, visa support, and travel itineraries.
• Coordinate meetings involving the GM, including invitations, meeting rooms, agendas, materials, and other logistics.
• Coordinate with internal teams, visitors, partners, and other stakeholders for meetings and activities involving the GM.
• Support other ad‑hoc administrative tasks and business activities assigned by the GM.

Employee Experience & Office Events

• Support the planning and execution of office activities such as food programs, happy hours, monthly birthdays, holiday celebrations, and other employee engagement events.
• Coordinate event logistics, including venues, catering, transportation, equipment, accommodation, and attendee registration when required.
• Track event budgets and expenses to ensure activities are delivered within the approved budget.
• Collect employee feedback and event data to support future improvements.

What We Need From You

• Bachelor’s degree in Business Administration, Finance, Accounting, Economics, English, or a related field.
• Previous experience in office administration, operations, finance administration, or a related role is preferred.
• Good Microsoft Office skills, particularly Microsoft Excel, for budget tracking, reporting, and data management.
• Good numerical and analytical skills with strong attention to detail.
• Strong organizational and time‑management skills with the ability to handle multiple priorities.
• Good communication and interpersonal skills.
• A strong sense of ownership and responsibility, with the ability to follow tasks through to completion.
• Practical problem‑solving skills and a proactive working attitude.
• AI ownership mindset – proactively and responsibly use AI tools to improve productivity, simplify workflows, analyze information, and enhance work quality while taking ownership of the final output.
• High level of professionalism, discretion, and confidentiality when handling sensitive information and supporting senior management.
• Ability to work independently as well as collaborate effectively with different teams.
• Good written and verbal communication skills in English and Vietnamese.

It Would Be Nice If You Had

• Experience with budget tracking, invoices, purchase orders, or vendor management.
• Experience supporting managers or senior leaders with scheduling, travel, meetings, or business coordination.
• Experience coordinating office activities or employee engagement events.
• Experience working with Finance, HR, IT, or other cross‑functional teams.
• Experience using AI or automation tools to improve productivity or administrative workflows.
• Experience working in an international or multinational environment.
• Interest in developing a long‑term career in Office Administration or Office Management.