Executive, Administration (Base In Hanoi, Vietnam)

Job Overview:

The Admin Executive shall provide comprehensive administrative support across multiple office locations, ensuring smooth day-to-day operations. The role encompasses general office administration, travel and logistics coordination, document and file management, and support for expatriate services including visa, TRC and work permit processing.

Responsibilities:

General office administration

• Oversee daily office operations across multiple locations.

• Manage office supplies, equipment, and vendor relationships.

• Supervise outsourced cleaning vendors to always ensure office cleanliness.

• Observe HSSE standards to ensure office safety and keep a proper record of all office fire-fighting documents as in line with the local laws.

• Support internal events, meetings, and office communications.

File & document management

• Maintain organized filing systems (physical and digital) for company records.

• Ensure confidentiality and compliance with data protection policies.

• Assist in document preparation, translation and notarization.

Travel & logistics coordination

• Arrange domestic and international travel for employees, including flights, accommodation, and transportation.

• Provide support for business trips, including itinerary planning and visa applications.

• Oversee company car usage and driver coordination.

• Maintain records of car and taxi card usage.

• Manage expense records to ensure policy compliance.

• Coordinate with Finance Department to ensure payment deadline.

Expatriate support

• Facilitate work permit, visa, and Temporary Residence Card (TRC) applications and renewals for expatriate staff.

• Liaise with government agencies and external service providers.

• Provide onboarding support and relocation assistance for new expat hires.

Others

• May be required to travel on an ad-hoc basis.

• Any other tasks as required to support the team.

• Bachelor’s degree in Business Administration or related field.

• Minimum 3 years of experience in administrative roles, preferably in a multi-office environment.

• Strong organizational and multitasking skills.

• Proficient in spoken and written English.

• Proficiency in MS Office and document management systems.

• Familiarity with immigration procedures and travel coordination is a plus.

• Detail-oriented and proactive.

• Able to work independently and manage multiple priorities.

• Discreet and trustworthy with confidential information.

• Service-minded with a collaborative approach.

Interested applicants, kindly apply via this link:

https://hrsembcorp.darwinbox.com/ms/candidate/careers/a68886f0f99427