Office Manager

JOB SUMMARY The Office Manager will be responsible for the administrative and operational work, manage the procurement and administrative processes, monitoring of the balance sheet and the supply of relevant information to internal stakeholders of VIOD.


1. Administration/ Daily operation:
  • All logistic arrangement and procurement in Hanoi and HCMC Office, plan infrastructure, administrative activities to support workshops and business needs.
  • Overseeing general office operation.
  •  Keep update relevant laws and regulations for the preparation of administrative documents.
  •  Arrange and maintain the filing system, including office stamping and act as person in charge of VIOD’s legal stamps in both Hanoi and HCMC Offices.
  •  Build and develop relevant policies, procedures to improve the efficiency and productivities in daily operations VIOD 2. Accounting & Finance:
  •  Manage contracts and related documents with suppliers and vendors for business activities including Office Rental, Utility, Insurance, and follow-up with periodical payments, including accounting service.
  •  Implement approved Operation Budget; prepare monthly variance report; prepare forecast quarterly; Assist COO prepare annual budget as stipulated in FMG.
  • Manage, upgrade, distribute, retrieve, and liquidate company’s assets according to assets management policy. 3. Human Resources:
  •  Plan HR development to meet the business needs; get approval and act accordingly;
  •  Manage personnel records such as contractual agreements, annual performance, and timesheets.
  •  Update career path, professional development opportunities of VIOD staff every six months.
  •  Resolve all issues that arise pertaining to administration management such as rewards and penalties.
  •  Vietnamese Citizen - University/College Graduate in relevant fields (HR & Administration; Finance & Accounting)
  •  Fluent in Vietnamese and English both written and spoken
  •  Computer literacy (MS Office, Outlook, PowerPoint, Excel)
  •  Good attitude, self-motivated, and ability to work well individually as well as in teams
  •  Highly motivated, willing to learn, service-oriented, attention to detail and able to work under high pressure and within a limited time frame
  •  Strong interpersonal and communication skills

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