Office Manager

1 day ago

Ho Chi Minh City, Vietnam Red Orange LLC Full time

**Location**:District 2, HCMC
- **Working time**:Monday - Friday
- **Salary**:$1500 - $2000 Gross
- **Report to**:BOD (Australian and England)

**JOB PURPOSE**
- This multi-disciplinary role is responsible for the day-to-day management & smooth operations of company

The role is primarily responsible for:

- Ensuring all HR, Accounting and Operational regulatory reporting is completed accurately and on time.
- Manage the day-to-day operations and employee relations to ensure all staff are supported effectively and efficiently.
- Ensuring the records of the company are accurately managed, maintained and updated as necessary.
- Ensure adequate back up and support is always available for the team.
- Lead and mentor all staff and always present as a role model.
- Ensure the Admin team is client focused (internal & external) where guests and staff are treated in a professional and courteous manner.
- Maintain an inspiring, creative, fun and challenging team focused work environment through the company culture.
- Monitor research and recommend best practises to BOD.

Proactively escalate and effectively communicate critical issues to BOD.. cc

**RESPONSIBILITIES**

**ADMINISTRATION**
- Manage all third-party vendors & suppliers (for services, outsourced functions, and landlords). Search for new suppliers when renewing contracts to ensure competitive pricing.
- Manage and renew all insurance coverage for the office, staff, directors, and projects.
- Oversee the preparation of the admin budget, yearly/quarterly and monthly.
- Ensure all office consumables don’t run out and are ordered within budget.
- Oversee all travel arrangements from flights to car hire and hotel bookings.
- Coordinator issuing of work permits, passport renewals, Visa’s Resident cards as required.
- Ensure health and safety standards are maintained in the office and all areas are kept in usable workable condition.
- Coordinate and oversee Director’s housing, respond to issues regarding the house and coordinate with relevant parties.
- Develop, implement & maintain QA policies for the administrative operations of the office.
- Manage all aspects relating to licenses for the office and the individual.
- Co-ordinate all office maintenance and cleaning.
- Arrange yearly health check for staff.
- Monitor and check attendance and leave requests via Grove HR (online HR app).

**HUMAN RESOURCES**
- Ensure all office regulations, policies, QA policies, Employee handbook are accurately updated and implemented.
- Oversee the outsource consultant for all C&B related activities. (Payroll, SMUI, PIT, labour contracts and reports.)
- Ensure full compliance with regulations by working closely with the outsource provider.
- Maintain knowledge and awareness of relevant laws that affect the Human Resource, administrative and financial operations of the business.
- Conduct on-boarding and off-boarding with staff.
- Research & compare Compensation and Benefits trends in the market to ensure that the company’s offerings are up to date, cost effective, and competitive.
- Update job descriptions in line with the skills matrix.
- Review the system and conduct performance reviews with staff.
- Develop, implement, and manage staff training workshops and programs. Internal, external, and online
- Ensure staff activities are happening on schedule, within budget and framework.
- Communicate effectively to all employees regarding company matters e.g., holidays, leave schedules.
- Ensure HR records and documentation is accurately filed and easily retrievable.
- Handle all disciplinary actions as and when needed.
- Review and advise on Trade Union set up.

**IT SUPPORT**
- Follow up with IT support out-sourcing supplier and related parties for all related issues and make sure they are solved as quickly as possible.
- Coordinate updates and maintenance schedule monthly.
- Manage all IT devices and make sure all are always available to use.
- Update IT issues & related information according to the company system.
- Oversee all purchasing for IT hardware & software.
- Monthly prepare IT budget for Accountant's information.

**JOB REQUIREMENT**
- Excellent knowledge of Vietnamese Labour law.
- The ability to work in a close-knit team environment.
- Good written and spoken English are essential.
- Good planning and time management skills.
- Leadership & Interpersonal skills.
- Detail orientated and client focused.
- Ability to work under pressure and tight deadlines.

**BENEFITS**
- Salary: $1500-$2000 gross
- Laptop, healthcare, and transportation benefits.

**Salary**: 34,500,000₫ - 46,000,000₫ per month

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