Office Manager

The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Duties include maintaining office services and efficiency, supervising Admin staff and maintaining office records.

Key responsibilities include taking a lead role in the area of improving the overall efficiency and quality of office support services and making recommendations and implement approved policies and initiatives.

Lead and participate in project teams as required.

Key Accountabilities:

1. Office Services Planning
• Plan and formulate short to medium term strategies and policies enabling Deloitte Vietnam Hanoi office to have high quality office services and that can support business growth and success. Ensure alignment with Regional Guidelines.
• Effectively manage the Office Services Budget and activities to meet the requirements of the Firm’s business planning cycle.

2. Office Administration Management
• organize office operations and procedures
• design and implement office standards, procedures, and policies
• plan and implement office systems, layout and equipment procurement
• annual budget planning & controlling daily Hanoi office expenses
• liaise with, review and approve outsourcing service contracts, suppliers, vendors and handle related independence risk issues
• manage office purchasing
- review, approve, and maintain office supply requisitions, assets, and equipment
- maintain and replenish inventory
- anticipate needed supplies
- manage office maintenance
• maintain office records
- design filing systems
- ensure filing systems are maintained and up to date
- define procedures for record retention
- ensure protection and security of files and records
- ensure effective transfer of files and records
- transfer and dispose records according to retention schedules and policies
• controlling office security including liaison with building management
• handle office legal matters
• manage office petty cash

3. Admin Management
• recruiting, training, coaching, and discipline
• delegation, supervising, and maintain working results/quality
• counselling, performance appraisal, career plan, and staff development

4. Support Executive Office
• handle monthly BOM meeting
• coordinate logistics for regional meetings
• maintain external relationships development
• build and maintain Deloitte brand in market through external office activities

5. Support Functional Leaders
• conduct cross-function admin & office new hire orientation and training
• handle staff entry/exit logistics/procedures
• handle staff attendance record
• functional annual office space planning, leasing, renovation, moving
• manage monthly functional office expenses

6. Other Supports
• lead labor & youth union activities including charity work
• handle cross-function/office events

Job Requirements:

1. Qualifications and Experience
The incumbent should possess:-
• Master or Bachelor degree from educational entity focusing on business administration or related field
• At least 5-year experience with exposure to office administration/finance/accounting/human resources with an international company

2. Knowledge
• High level knowledge of accounting, administrative management practices and procedures with a superior attention to detail and high level of accuracy
• A sound understanding of relevant legislation, policies and practices in Vietnam.

3. Skills
• Excellent verbal and written communication skills in English.
• Ability to manage ambiguity, risk, and changing direction of projects and strategies
• Ability to work effectively in high-pressure situations that require sound decision making and may involve confidential or sensitive matters
• Excellent interpersonal, leadership, and management skills and high professional standards for customer service and work quality
• Excellent problem-solving, critical thinking, reasoning, and analytical skills
• Superior project management skills, particularly with respect to organization, prioritization, and time management
• Ability to complete multiple projects and meet deadlines.
• High level communication and presentation skills. Demonstrated ability to influence, persuade and negotiate at all levels to achieve win-win situations. Ability to build strong working relationships with Management, employees and peers.
• Display high levels of energy, drive together with high standard professional ethics.
• PC literate and proficient with Windows, Word, Excel and PowerPoint

4. Attitude
• Demonstrated high level of ethics, integrity and honesty
• Understands need to maintain strict confidentiality in performing duties of an office manager

- Healthcare program
- Laptop to support for daily works

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