Job Description
The Office Manager leads office and facility operations, ensuring a safe, efficient, and inspiring workplace. This role oversees daily operations, administrative services, logistics, and vendor management to provide a world-class environment that enables employees to perform at their best while ensuring compliance and cost efficiency. If you’re looking for an exciting challenge opportunity and want to work with a group of bold and talented people, don’t hesitate and join us in Saigon!
Must Have:
- Oversee daily office administration (maintenance, repairs, travel, reception, mail, parking, etc.) with a focus on service quality and continuous improvement.
- Manage end-to-end business trip logistics, including travel bookings, visas, accommodation, per diems, and related employee support.
- Ensure robust systems for security, safety, hygiene, and business continuity.
- Maintain a well-organized, safe, and productive workplace.
- Act as primary liaison with landlords, authorities, and service providers to ensure smooth and cost-effective operations.
- Manage contracts and services, including lease agreements, facilities and asset management, hygiene, health, and safety compliance.
- Manage office access and security systems, expatriate logistics (with HR), business travel, parking, reception, and mail services.
- Regularly review vendor performance and costs to optimize resources.
- Drive process improvements for greater efficiency and service quality.
- Lead planning and management of office budgets.
- Monitor expenses, support contract negotiations with PUR, and ensure transparent cost reporting.
- Oversee cash calls and payment accuracy.
- Recommend strategic investments that enhance productivity and sustainability.
- Partner with HR & COM on engagement initiatives (office design, events, communications).
- Ensure the office environment supports collaboration, well-being, and productivity.
- Manage logistics for company events.
- Provide reports, insights, and recommendations to the Manager on operations, risks, and opportunities.
- Ensure long-term workplace strategy, risk mitigation, and investment priorities.
- Ensure compliance with company policies and local regulations.
- Lead, coach, and develop the team member and staffing employees (if any) to deliver service excellence.
- Define objectives, assess performance, and track the effectiveness.
- Foster a culture of collaboration, accountability, and innovation.
JOB DETAILS
Job Purpose
The Office Manager leads office and facility operations, ensuring a safe, efficient, and inspiring workplace. This role oversees daily operations, administrative services, logistics, and vendor management to provide a world-class environment that enables employees to perform at their best while ensuring compliance and cost efficiency.
Job Responsibilities
The Office Manager is responsible for the following, with scope evolving as business needs change:
1. Office Operations & Services
- Oversee daily office administration (maintenance, repairs, travel, reception, mail, parking, etc.) with a focus on service quality and continuous improvement.
- Manage end-to-end business trip logistics, including travel bookings, visas, accommodation, per diems, and related employee support, ensuring cost-effectiveness and compliance with company policies.
- Ensure robust systems for security, safety, hygiene, and business continuity.
- Maintain a well-organized, safe, and productive workplace.
2. Third-Party & Resource Management
- Act as primary liaison with landlords, authorities, and service providers to ensure smooth and cost-effective operations.
- Manage contracts and services, including:
- Lease agreements and landlord relations.
- Facilities and asset management (air-conditioning, electricity, furniture, stationery, etc.).
- Hygiene, health, and safety compliance.
- Office access and security systems.
- Expatriate logistics (with HR).
- Business travel, parking, reception, and mail services.
- Regularly review vendor performance and costs to optimize resources.
- Drive process improvements for greater efficiency and service quality.
3. Budget & Cost Management
- Lead planning and management of office budgets.
- Monitor expenses, support contract negotiations with PUR, and ensure transparent cost reporting.
- Oversee cash calls and payment accuracy.
- Recommend strategic investments that enhance productivity and sustainability.
4. Employee Experience
- Partner with HR & COM on engagement initiatives (office design, events, communications).
- Ensure the office environment supports collaboration, well-being, and productivity.
- Manage logistics for company events.
5. Reporting & Problem solving
- Provide reports, insights, and recommendations to the Manager on operations, risks, and opportunities.
- Ensure long-term workplace strategy, risk mitigation, and investment priorities.
- Ensure compliance with company policies and local regulations.
6. Leadership & Team Management
- Lead, coach, and develop the team member and staffing employees (if any) to deliver service excellence.
- Define objectives, assess performance, and track the effectiveness.
- Foster a culture of collaboration, accountability, and innovation.
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