HR & Office Administrator (HCMC)

Job Summary: HR & Office Administrator will take part in and gradually be in charge of the workplace across our three sites (Ho Chi Minh City, Hanoi and Jakarta), from the daily HR and  Administrative tasks to the whole office operation to ensure our team of talents are focused, productive, and highly engaged. 

Essential Functions:

• Office operations and workplace readiness:
  
  • Keep the offices running smoothly day-to-day: supplies, pantry, equipment readiness, meeting room setup support, and basic facility coordination. 
  • Maintain inventory levels and reorder points; ensure availability without overstocking.
  • Work with building management on office-related procedures.
• Procurement and vendor coordination:
  
  • Source vendor quotations, compare options, and support contract preparation with clear documentation and cost awareness.
  • Manage purchase requests and vendor follow-ups to ensure timely delivery and service quality.
  • Collect invoices and supporting documents accurately; coordinate with accounting/payment processes to keep cycles clean and on-time.
• Business travel arrangements and support:
  
  • Arrange approved flights, accommodation, visas and travel allowances. 
  • Support employees before and during business trips to ensure smooth travel arrangements and resolve any travel-related issues.
• HR operations:
  
  • Support HR tasks across the employee lifecycle: background checks, onboarding, offboarding and employee documentation including visas, Work Permits, TRCs for expats.
  • Maintain and ensure well-organized employee databases, organizational charts, leave records, premium health insurance registration and renewal, other employee benefits, etc.
  • Provide additional HR operational and administrative support during periods of increased workload or temporary team-member absence.
• Administration and report: Maintain office administration trackers and  databases with high attention to detail and confidentiality. Prepare and submit operational reports with high accuracy and  consistent quality.
• Employee-engagement activity: Support internal engagement activities - celebrations on special occasions, team building events, company trips - with reliable logistics and thoughtful coordination.
• Continuous improvement: Identify recurring friction points - vendor delays, unclear process, missing templates, repetitive manual work - and propose practical improvements.
• Other HR and Administrative related tasks as assigned by Office & HR Manager and Management from time to time.

Qualifications:

• Diploma or Bachelor degree with at least 2 years of experience in office administration, HR operations, or a related role.
• Strong Vietnamese communication and workable English for daily coordination.
• Proficient in Google Sheets or Microsoft Excel; familiarity with Google Workspace is preferred.
• Experience in bookkeeping, vendor payments, invoice processing, or expense management . 
• Familiarity with labor laws and related regulations is beneficial; accounting knowledge or similar experience is a plus.
• Strong ownership, well-organized, and execution-focused; handle multiple priorities while keeping data and documentation clean.
• High attention to detail, sharp in logical thinking, and dependable in confidentiality and professional discretion.
• Works well independently and collaboratively; proactive in supporting teammates and keeping operations smooth.

Physical Demands & Working Conditions:

• Prolonged periods of sitting and/or standing at a desk and working on a laptop. 

Department: Human Resource

Reports to: Office & HR Manager