Coordinator, Global Business Solutions

Global Business Solutions (GBS) is a service line under the COO's office. GBS is tasked with driving the firm's captive center and providing operational support services to all business units across the globe, improving enterprise competitiveness and cost optimization while optimizing internal service delivery to various functions and BUs.

We are looking to hire an Operation Coordinator cum Administration within GBS to support the operations our Hanoi office. The position has 50% responsibilities related to clerical tasks, and 50% responsibilities of operation coordination and execution. Primary responsibilities are to facilitate various internal functions and implement processes that meet our business needs, such as administrative needs, social engagements, employee onboarding, etc. This position involves regular communication with team members, cross-functional teams, senior management, and external vendors/suppliers. You will report into Director, Global Business Solutions, with a dotted line to the City Leader in Hanoi and be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.

Responsibilities:
Operations:

- Observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made
- Follow office workflow procedures to ensure maximum efficiency
- Maintain files and records with effective filing systems
- Monitor office expenditures and handle all office contracts (rent, service etc.)
- Ensuring that deadlines, plans for events or anything related gets accomplished on time with no issues
- Document, track internal and external complaints or issues, identify improvement areas, and escalate as appropriate
- Monitor office supplies inventory and place orders
- Assist in vendor relationship management
- Track and follow up for vendor payments (with vendors, responsible Kroll IFS departments)
- Coordinate with local facility vendors on equipment breakage and repair, with inclusion of relevant stakeholders (facilities management team)
- Maintain list of operations vendors for events, catering, printing, etc.
- Coordinate with other team members to find and update more efficient vendors as and when needed.
- Receive, coordinate and request suppliers' visits, maintenance, reparations, and others
- Guide other team members of self-service capability as and when appropriate
- Draft office-wide communications on operations, such as memos, announcements, internal event invitations, office etiquette reminders, etc.
- Collaborate and provide support to IFS team in ad-hoc tasks relevant to the context of Hanoi

Office Administration:

- Office first aid supplies review and refill (quarterly), with approvals from Facilities Management
- Assisting teams in organizing company events and arranging employee training sessions with regards to daily logistics and activities
- Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
- Greet and assist visitors when they arrive at the office, ensure that office visitors feel welcome and comfortable
- Office stationeries supply review and refill (quarterly), with approvals from Procurement
- Informing facilities and physical securities when contractors work in Kroll's space
- Departure employees: support IT and HR in collection of company assets (access cards, etc.)
- Maintain a master calendar of company events, team-building activities, and conference room bookings
- Schedule company-wide events and meetings that take place in shared spaces, ensuring no overlap
- Refill office snacks
- Support HR in maintaining the office’s leave tracker

Essential traits:

- Proficient in English, both verbally and written
- Proven experience as office coordinator or in a similar role
- Experience in customer service will be a plus
- Detail-oriented precision in all areas of work
- Strong organizational skills, including the ability to manage multiple schedules and calendars
- Ability to comfortably multitask and shift gears throughout the workday, prioritize tasks according to urgency and meet tight deadlines
- Knowledge of office management systems and procedures, basic knowledge of accounting and finance is a plus
- Outstanding knowledge of MS Office, proficient use of MS Excel, Outlook and Powerpoint
- Working knowledge of office equipment
- Excellent communication and interpersonal skills
- Organized with the ability to prioritize and multi-task
- Reliable with accuracy, patience and professionalism
- Associate’s/College degree; BSc/Ba in business administration or relevant field is a plus

Objectives and Key Results:
1. Efficient lead-time of operations activities

2. Up-to-date reporting on office admin tasks and office consumption

3. Efficient execution of office admin tasks

4. Cor