Office Manager

We are seeking an Office Manager who will be responsible for managing the day-to-day operations of our office and campus to keep them running smoothly. The position will report to the Director of Human Resources.

The Office Manager will develop organizational processes and systems for office administration, including ordering supplies, correspondence handling, and other programs to ensure maximum utilization of services and equipment. She/he will be responsible for providing arrangements for office and campus’ events and internal office moves in conjunction with Facility Management team.
This is an exciting opportunity through which you will gain loads of experience in an environment where you will roll up your sleeves together with your colleagues to build things from the ground up. If you possess a sound knowledge and solid experience of the above-mentioned areas and are professional at issue resolution, calm under pressure, a great collaborator and skilled at communicating, we’d like to talk to you!

1. Office Administration
• Supervise and coordinate overall administrative activities for the Office Administration Unit.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. Provide general support to visitors who come into the office
• Oversee cleaners and cleaning services. Organize the office layout and order stationery and kitchenary
• Address employees queries regarding office management issues (e.g. stationery, use of space)
• Managing contracts and price negotiations with office vendors and service providers in accordance with company purchasing policies and budgetary restrictions
• Achieve financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
• Ensure that the office is fully covered by insurance policies and make claims when necessary
• Update and improve filing systems for documents and information management
• Be responsible for organizing in-house or off-site events such as team building, conferences and celebrations
• Manage the resources of the administrative team in recruiting and training new staff members and carrying out staff performance appraisals as relevant

2. Facilities Management
• Manage relationship with building management where relevant; arrange for office improvements, outfitting and moving as necessary, decoration and equipment upgrades. Oversee office and storage lease, if any.
• Maintain the office condition and informing the Facility Management team of necessary repairs on a timely basis
• Work closely with the Facility Management team to ensure appropriate response to routine and non-routine custodial; and to coordinate preventative safety and security measures and appropriate crisis response in matters related to the office and campus

3. Personnel Support
• Participate in the on boarding process for new hires and new intake of students
• Obtaining visas for foreigners coming to Vietnam for business; obtaining visas, temporary residence cards and work permits for expatriate staff and their family members
• Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments; and ensuring these procedures are being followed by staff
• Coordinate the travel arrangements and expense reimbursement for the President
• Provide general support to visitors
• Other administrative support as needed

Other duties
• Maintain confidentiality and professionalism in all situations
• Contribute to team effort by welcoming new and different work requirements; explore new opportunities to enhance the services of the department; help others accomplish related job results as and where needed.

Education
• Bachelor’s degree in Social Work, Education, Cultural Studies, Communications, Business Administration or other related programs
Experience
• Minimum four years of experience working for multinational organization(s)

Knowledge, Skills and Abilities
• Proficiency in both English and Vietnamese languages
• Good computer skills, including experience with Microsoft Office (Word, Excel, PowerPoint, Adobe Acrobat)
• Excellent organizational capability, attention to detail, and time management skills, highly organized multitasker who works well in a fast-paced environment
• Strong customer service and interpersonal skills, including tact, discretion, empathy, and an attitude of service to others
• Good analysis and problem-solving skills
• Basic knowledge of accounting is an advantage
• Value and commit to integrity and confidentiality

What we offer

• A full network of supportive colleagues
• A dynamic, innovative and professional working environment
• English-speaking environment
• Competitive salary and high-end insurance schemes
• Generous annual leave entitlement
• Opportunities to participate in public talks, workshops, seminars, as well as other fun activities at Fulbright
• Opportunity to be one of passionate team members who share the same belief in the transformative power of education and see the unique opportunity in creating a new university.

How to Apply

Please email a cover letter explaining your interest in the position and resume to VietnamWorks. The position will remain open until filled. Applications must be received by June 3, 2019 for fullest consideration. Only short-listed applicants will be contacted for further process.

- Competitive salary and high-end insurance schemes
- A dynamic, innovative and professional working environment where English is our functional language
- Excellent opportunities to attend workshops, seminars, and public talks organized by the university

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