As Office Operations Executive, you will play a proactive and dynamic role in office operations. Reporting directly to the Office Operations Manager in the Office Operations department, you will contribute to the smooth functioning of our office.
At least 2 years of working experience in relevant roles (assistant, operation staff, office administration) is required.
Bachelor Degree in English, Economics, Office/Business Administration or equivalent qualification is preferred.
Ability to work both independently and in a team.
Strong organizational skills, including time management and proactive task prioritization.
Capable of effectively switching between tasks under time constraints.
Strong self-motivated, client service, and goal orientation.
Possess a strong sense of responsibility.
Detail orientated with a good memory is a plus.
Good communication skills, both written and oral in English and Vietnamese.
Good at using Microsoft Office Suite and quick adaptability to IT systems.
Be happy to coach, mentor, and train less senior colleagues.
Knowledge of Office Technology (such as office access control, equipments).
Experience in working with building management and vendors/suppliers.
ISMS requirements (after onboarding):
Awareness of ISO:27001 standard and understanding about PTC ISMS through internal/ external training courses (awareness training & refresh training also).
Experience in large/multinational working environment, IT industry, or working with expats.
Experience in arranging team events or office fit-outs.
Project Management Skills.
Front desk reception, greet visitors and answer phone calls, ensuring a warm and professional welcome.
Manage incoming and outgoing post mails, following up on requests promptly.
Act as the internal and external contact point for office matters.
Being a team player and having the ability to collaborate effectively with colleagues across different departments is essential for a smooth office operations workflow.
Collect bills, log data, and report monthly in order to proceed with payments to vendors/suppliers.
Assist with scanning, photocopying, and mailing documents and reports.
Documentation: Translate documents, prepare, review, and renew office and office supplier contracts, and follow up with getting reviews and approvals of seniors.
Maintain both soft and hard copies of bills, invoices, and receipts.
Maintain inventories of office supplies.
Coordinate minor to major office fixing and maintenance, liaising with building management and office suppliers if there is any trouble with the electricity, air conditioner, lights, and other safety matters.
Support office fit-out projects.
Manage other office administrative activities: office lease/renovation, purchasing, etc.
Manage office facilities, including working place capacity in order to propose a monthly plan to the supervisor.
Control and keep track of department expenses & related documents.
Act as an office fire warden and ensure fire protection equipment maintenance at an office level.
Manage the company's corporate account & report related expenses monthly.
Providing logistical support for:
Visitors to <company name> such as visa applications, agenda, accommodation bookings, pick-up services, dining reservations, gifts, and outing trips.
Assist employees with domestic or overseas trips, such as air tickets, insurance, accommodation, transportation, etc.
Complete monthly reports for internal departments and relevant departments/projects.
Oversee the monthly payment process for suppliers/partners.
Provide continuous support and guidance to less senior colleagues through regular coaching activities and support them in fulfilling their personal development plans.
Support for onboarding and offboarding processes: Registering and revoking building, parking, and company cards; adding newcomers to the Book-A-Desk project and monitoring the status of all staff using the Book-A-Desk application; conducting office tours and introducing basic office regulations.
Assist in preparing Food and Beverage, events, team-building.
Review monthly orders regarding F&B purchases within an approved budget.
Manage meeting room bookings on the internal system.
Conduct evaluations for office suppliers as assigned.
Supervise Junior Office Operations Executive.
Review reports and plans proposed by Junior Office Operations Executive.
Review and control department-owned information/assets when assigned.
Follow and maintain department policies and procedures regarding information security.
Make and propose plans and reports.
Request authority approval from upper management for certain tasks.