Admin Team Lead

2 weeks ago

Thành phố Hồ Chí Minh, Vietnam Intrepid Full time

**About Us**

Intrepid Asia is a leading Ecommerce and Digital Solutions Provider in South East Asia. We offer end-to-end omni-channel ecommerce management, a wide range of Digital Marketing Services and advanced Market Intelligence, all powered by state of the art inhouse Technology to our client base of leading international brands across all key marketplaces and social platforms in all 6 SEA countries. Brands love our regional presence, our excellent data-driven and growth-focused services which are enabled by the strongest team in the industry, and our advanced marketing and tech capabilities.

We are growing rapidly and as the exclusive partner of Flywheel in SEA, we offer many exciting opportunities to work with leading brands across multiple categories and key industry players. By joining us, you will work on the cutting edge of digital commerce in SEA, and experience what it takes to drive a successful ecommerce business end to end.

**About the Role**
We are seeking a highly organized and experienced Admin Team Lead to oversee and manage the daily operations of our administrative team. The Admin Team Lead will be responsible for ensuring efficient task execution, compliance with legal and financial regulations, and optimization of internal processes across various functions, including Marketing, Live Commerce, HR, Finance, and Commercial Operations.

As the lead of a multi-functional admin team, you will be tasked with ensuring that the team effectively manages administrative duties, including contract management, document filing, payment processing, and vendor coordination. You will guide the team to ensure streamlined processes, reduce paperwork, and maintain compliance across the board.

**Key Responsibilities**

**Team Management and Oversight**:

- Lead, supervise, and mentor a diverse administrative team, ensuring tasks are completed accurately and efficiently across all functions.
- Coordinate and prioritize tasks within the team to maintain smooth operations.
- Conduct regular check-ins with team members, providing support and guidance to resolve issues and ensure deadlines are met.
- Promote a culture of process improvement, efficiency, and compliance within the team.
- Document and Contract Management:

- Oversee the team’s efforts in sorting, filing, and managing important documents (contracts, sales reports, vendor agreements, etc.).
- Ensure the team reviews and prepares contracts, ensuring that they comply with legal, financial, and business requirements.
- Work closely with legal, finance, and marketing teams to ensure contracts are properly drafted, signed, and stored.
- Supervise the creation and management of Purchase Orders (POs) and ensure proper tracking of expenses.

**Vendor and Payment Coordination**:

- Ensure the team handles vendor invoicing, approvals, and payments accurately and promptly.
- Oversee the filing and submission of payment requests, ensuring timely approval and signature processes are followed.
- Supervise the team’s management of vendor contracts, including those related to live commerce services, office utilities, and employee benefits.
- Ensure that payment documents for freelancers, suppliers, and vendors are processed correctly and in a timely manner.

**Compliance and Documentation Management**:

- Ensure that all team-managed documents, including contracts and invoices, are compliant with relevant laws and regulations.
- Supervise the tracking and management of legal documents such as loan conversion documents, vendor contracts, and employee benefit administration.
- Guide the team to ensure all relevant paperwork is gathered, signed, and properly stored.

**Cross-Functional Coordination**:

- Oversee the collaboration between the admin team and other departments (Marketing, HR, Finance, etc.) to ensure seamless coordination.
- Ensure that all departments receive the necessary administrative support and that processes are optimized for efficiency.
- Work closely with the Finance and HR teams to ensure proper payment tracking, expense reporting, and payroll documentation.

**Process Improvement and Optimization**:

- Identify opportunities for improving administrative processes, reducing paperwork, and enhancing workflow efficiency.
- Develop and implement standardized procedures to ensure consistency and accuracy across all administrative tasks.
- Monitor the effectiveness of process improvements and adjust as needed to optimize team performance.

**Required Skills and Qualifications**
- Proven experience in contract management, document review, and ensuring compliance with legal and financial regulations.
- Strong leadership experience, with the ability to motivate, manage, and guide a team.
- Excellent organizational skills, with the ability to handle multiple projects and competing priorities.
- Strong attention to detail and a commitment to maintaining accuracy in documentation and compliance.
- Proactive approach to problem-solving and process im

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