Job Summary: 

We are looking for an experienced Admin Assistant Manager with a strong factory background to manage all administrative functions at our factory in Vietnam. The successful candidate will be responsible for overseeing office operations, facility management, vendor relationships, and ensuring administrative processes run smoothly to support factory operations. 

Key Responsibilities: 

• Oversee daily office operations, ensuring the office environment is efficient and well-organized. 

• Manage office supplies, equipment, and maintenance of office facilities. 

• Supervise housekeeping, security, and office support staff to ensure cleanliness and safety of the work environment. 

• Handle contracts with external service providers (e.g., security, maintenance, cleaning). 

• Support the procurement team with external suppliers and service providers, including contract negotiations, invoicing, and payments. 

• Ensure timely procurement of office supplies and other essential factory needs. 

• Monitor vendor performance to ensure quality services are delivered in a cost-effective manner. 

Administrative Support 

• Provide administrative support to the factory management team, including scheduling meetings, preparing reports, and handling correspondence. 

• Assist in organizing internal and external events such as meetings, trainings, or factory visits. 

• Maintain accurate and up-to-date records and files for all administrative activities. 

Budgeting and Cost Control 

• Assist in preparing the annual budget for the administration department and monitor expenditures throughout the year. 

• Identify cost-saving opportunities and implement processes to improve office efficiency while maintaining quality. 

Compliance and Regulatory Oversight 

• Ensure compliance with local laws and regulations concerning administrative operations and office management. 

• Collaborate with the HR and Safety teams to ensure the office environment meets health and safety regulations. 

• Handle necessary documentation and processes required by government bodies or local authorities. 

Factory Operations Support 

• Collaborate with HR, finance, and production departments to ensure administrative support for factory operations. 

• Assist in tracking and reporting employee attendance and ensuring smooth communication between the office and production floor. 

• Facilitate communication across departments for effective coordination and problem-solving. 

Travel and Accommodation Coordination 

• Arrange travel bookings (flights, accommodation, transportation) for factory staff, managers, and visitors. 

• Ensure smooth logistics and support for employees and guests visiting the factory. 

Qualifications: 

• Bachelor’s degree in Business Administration, Management, or a related field. 

• Minimum of 5 years of experience in administrative roles, preferably in a manufacturing or factory environment, with at least 2 years in a supervisory role. 

• Familiarity with Vietnamese labor and administrative laws. 

• Good command of Vietnamese and English is required. 

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and office management software. 

• Strong communication and interpersonal skills to interact with factory staff, management, and external partners. 

• Ability to lead and motivate a team, handle multiple tasks, and manage priorities efficiently. 

• Strong problem-solving skills and attention to detail in addressing administrative issues. 

• Excellent organizational and multitasking abilities to manage various administrative processes.