Amanotes Careers | Senior Office Operations Specialist (Based in HCMC)
Careers

Senior Office Operations Specialist (Based in HCMC)

Office & Workplace Services / Ho Chi Minh City, Vietnam

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Objectives

  • Senior Office Happiness Operations Specialist is responsible for managing various areas relating to the workplace: office management, vendor management, office operations budget & expense management and coordinate for internal engagement activities to bring employees the great experience in a positive and productive working environment.

What you will do

  • Office Management (30 %)        
    • + Managing the workspace to ensure it promotes collaboration and productivity and bring employee good experience at the workplace.
    + Ensure efficient operation of office equipment and facilities, and address any maintenance or repair needs.
    + Manage office layout & space utilization, making sure the workspace is used efficiently
    + Supervise and coordinate administrative staff, Tea-lady, including hiring, training, assigning tasks, and conducting performance evaluations.
    + Develop and implement administrative policies and procedures to ensure compliance with organizational goals, industry regulations, and legal requirements.

  • Budgeting and Expense Management (20 %)        
    • + Develop and manage budgets for administrative expenses, and monitor expenditures to ensure adherence to budgetary limits.
    + Review and approve invoices, purchase orders, and expense reports, and reconcile financial records as necessary.

  • Vendor Management: (10 %)        
    • + Manage relationships with external vendors, negotiate contracts, and ensure timely delivery of services or supplies.
    + Evaluate vendor performance and address any issues or concerns.

  • Event Coordinator (10%)        
    • + Handle logistical details and resolve any issues: happy hour, yep, company trip, town hall, internal events,...

  • Business travels support (20%)        
    • + Manage accounts & payments for business travels: Grab, Be, Taxi agents...
    + Travel Arrangements: Booking flights, accommodations, travel Insurance: for employees traveling on business trips.
    + Visa and Passport Assistance: Providing guidance and support for obtaining visas, renewing passports, and ensuring all necessary travel documents are in order.
    + Emergency Assistance: Providing 24/7 support and assistance for employees in case of emergencies, such as medical issues, flight cancellations, or lost luggage.
    + Post-Trip Follow-Up.

  • Other task up on assignments from Line Manager.

Qualifications

  • At least 4 years of experience in a Senior Office Operation Specialist/ Office Operation Lead.
  • Proven experience in administrative management for dynamic working environments or similar roles. Be able to independently manage the office operations activities on daily basis.
  • Have a good customer-centric and continuous improvement mindset to bring employees a great experience at the workplace.
  • Strong communication skills (both written and verbal) to work with vendors and related stakeholders.
  • Knowledge of relevant regulations and compliance requirements for workplace management.
  • Strong problem solving & multi-tasking skills.
  • Good project management & risk management abilities.
  • Be proactive, can-do attitude. 
  • Open-minded, highly adaptable; comfortable with change and ambiguity.
  • Proficiency in Microsoft Office suite and other relevant software applications.

How do we hire

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