Office Administrator and TA Assistant (Hanoi)

Job Summary: We are looking for an Office Administrator & TA Assistant to manage the daily operations and facility needs of our Hanoi office while providing talent acquisition and candidate support. The role combines hands-on office administration with general HR logistics and local hiring assistance. You will work closely with the Office & HR Manager, Talent Acquisition Lead, hiring managers, and other supporting teams.  You’ll also play a key role in enhancing our employer brand to ensure we’ve seen as an employer of choice.

Office Administration and Facilities Management

• Keep the Hanoi office organized, supplied, and ready for daily use.
• Manage routine office needs, including pantry supplies, drinking water, stationery, meeting-room setup, visitors, and deliveries. Coordinate with building management and vendors on cleaning, maintenance, security, utilities, air-conditioning, repairs, and other facility matters.
• Maintain office inventory, vendor, purchasing, payment, travel, and asset records. Report equipment or network issues and follow up with IT, building maintenance, or approved vendors.
• Obtain quotations, follow up on approved orders and delivery, collect invoices and supporting documents, and maintain accurate procurement and payment records.
• Coordinate Hanoi onboarding and offboarding logistics, including workplace setup, access, equipment handover or return, and office orientation.
• Arrange approved business travel and support the logistics of employee activities and company events.
• Escalate safety issues, service interruptions, unusual expenses, and matters requiring management approval. Propose practical improvements to recurring administrative work.

Talent Acquisition

• Recruitment coordination and logistics: Handle recruitment tasks as assigned,  including basic candidate sourcing, initial resume screening, and assisting with talent pooling.
• Support local hiring in Hanoi by keeping track of  interviews, communicating with candidates, and maintaining recruitment records..
• Enhance our reputation: You'll actively work to strengthen our employer brand and professional network by providing excellent candidate experiences and building relationships.
• Improve our process: You'll collaborate with internal teams and candidates to gather feedback and implement new initiatives to optimize our recruitment performance.

All purchases, payments, contracts, and vendor appointments must follow the company’s approval process. Specialist HR, IT, Finance, Legal, and employment decisions remain with the responsible teams.

Qualifications:

• Minimum 3 years of experience working in HR, administrative, and recruitment/ talent acquisition roles.  Experience working in a Tech environment is a plus.
• Experience in recruiting intensively in Tech roles is a major plus
• Strong Vietnamese and working English, both verbal and written.
• Strong self-discipline and listening skills.
• High spirit of teamwork and collaboration.
• Maintain objective driven and tenacious in handling recruitment issues, administrative and related tasks.
• Take  ownership of your productivity; continuously improving your time management and communication skills.