Assistant Manager, Office Administration

Purpose/Key Responsibilities: (Mission/General area of responsibility)

• Assists Senior Office Manager to manage the daily operations of aTSV
• Back up Senior Office Manager on his/her absence.

Essential Duties & Responsibilities
Office Administration

• Assists Senior Office Manager to manage departments and their staffs in accordance with direction and policies of adidas policies and local Country Management.
• Maintain high level of Office services to the company.
• Supports Senior Office Manager in issuing Official letter and Administration documents.
• Be aware of external environments, Vietnam regulatory changes which impacting company operations (e.g work permit, visa, tax…etc), alerts senior management of potential business impacts and proposes required solutions.
• Oversee office facility are maintained and functioned at all times, ensure office space and environment are at good look and in neat and tidy.
• Manage and execute office events, projects and its related activities at high standard and in creative mindset.
• Ensure quarterly office refreshment communication is geared up and sent out in an adequate and timely manner.

Procurement Function

• Manage non- trade procurement (NTP), including contract terms review and contract implementation following adidas Group NTP policy and SOP.
• Identifies and negotiates terms for office supplies and service providers (hotels, travel, furniture, etc.). Conduct benchmarks and analysis to identify opportunities, propose options to ensure service providers stay competitive and great service level by applying Procurement guidelines and principles.
• Strengthen and ensures all contracts are executed compliantly together with annual refreshment to all purchase owners as and when required.
• Self-update adidas group NTP policy and reflects these changes properly in procurement SOP and operation management.

Fleet Function

• Manage day to day fleet services operations, ensure services delivered with reliable, safe and quality to all employees following company transportation policy.
• Periodically benchmarking of fleet service and service providers to identify opportunities to bring service level to higher level for the company while optimizing cost.
• Ensures fleet payments are proceeded within contract payment terms.
• Ensures fleet reports and master car lists are always updated and recorded properly.

Travelling Function

• Oversee travel and business visa application and process management.
• Manage service provider performance and contracts for travel services: air ticket supply vendor, immigration services.
• Liaise and work with Global Travel Team of any travel policy changes to ensure services performs following Global T&E policies
• Liaise and update adidas group NTP policy and reflects these changes properly in Traveling SOP and daily operation management.

Budget Plan

• Ensure annually and monthly budget/fund are planned and finalized in a timely manner.
• Ensure operating funds are utilized in an efficient manner.

Knowledge Skills And Abilities

• Effective negotiation skill.
• Strong planning & organizing skills.
• Professional and creative event planning and execution skill.
• Pro-active approach.
• Good command of written and spoken English and Vietnamese.
• Excellent interpersonal and communication skills.
• Hardworking, independent, and able to work under pressure.

Requisite Education/Experience

• Diploma or bachelor degree, majoring in business administration or any related fields.
• From 5-7 years of experience with exposure to office administration/ finance/accounting/human resources with an international company.
• Sufficiently developed presentation skills.

adidas celebrates diversity, supports inclusiveness and encourages individual expression in our workplace. We do not tolerate the harassment or discrimination toward any of our applicants or employees. We are an equal opportunity employer.