Admin Officer

Job Description

Admin Officer

Location: Hanoi Office, Vietnam
Department: Administration / Human Resources
Reporting to: TA & Training cum Office Manager

Position Summary

The Admin Officer is responsible for ensuring the smooth and efficient operation of the Hanoi Office through administrative, facility, and employee support activities while also providing recruitment coordination and talent acquisition support.

The role requires a proactive, service-oriented individual who can manage multiple priorities, coordinate with internal stakeholders, vendors, candidates, and employees, and maintain a professional working environment.

Key Responsibilities

A. Administration & Office Management (60%)

Office Operations

• Ensure the smooth day-to-day operation of the Hanoi Office.
• Manage office supplies, pantry supplies, stationery, and office equipment.
• Maintain inventory records and coordinate procurement of office necessities.
• Supervise office cleanliness, workspace organization, and facility maintenance.

Vendor & Facility Management

• Coordinate with landlords, building management, and service providers.
• Manage administrative vendors including:
• Cleaning services
• Courier services
• Maintenance providers
• Pantry suppliers
• Office equipment vendors
• Monitor contracts and service quality of external suppliers.

Employee & Visitor Support

• Provide administrative support to employees and visitors.
• Coordinate meeting room bookings and office logistics.
• Arrange travel bookings, accommodation, transportation, and business trip support when required.
• Support onboarding logistics for new employees, including workstation preparation, access cards, office orientation, and coordination with IT.

Administration Documentation & Compliance

• Maintain and organize administrative records and documents.
• Process invoices, purchase requests, and administrative expense claims.
• Support internal audits and compliance requirements related to administration activities.
• Ensure office operations comply with company policies and procedures.

Events & Employee Engagement

• Support the organization of company events, training sessions, employee engagement activities, and internal communications.
• Coordinate logistics for meetings, workshops, and company functions.

B. Recruitment Support (40%)

Recruitment Coordination

• Support end-to-end recruitment activities for assigned positions.
• Coordinate interview schedules between candidates, hiring managers, and interview panels.
• Arrange interview logistics and prepare interview documentation.

Candidate Management

• Communicate with candidates regarding interview arrangements and recruitment updates.
• Maintain positive candidate experience throughout the hiring process.
• Support candidate database management and recruitment tracking.

Recruitment Administration

• Post job advertisements on recruitment platforms and social media channels.
• Assist with CV screening and candidate sourcing activities when required.
• Prepare recruitment reports, interview evaluation summaries, and hiring documentation.
• Support job offer preparation and onboarding documentation.

Onboarding Support

• Coordinate onboarding activities for new hires.
• Ensure completion of joining documentation.
• Collaborate with HR, IT, and hiring managers to facilitate a smooth onboarding experience.

Recruitment Projects

• Support employer branding initiatives, campus recruitment activities, career fairs, and recruitment campaigns.
• Participate in HR and recruitment-related projects as assigned.

Qualifications

Education

• Bachelor's Degree in:
• Business Administration
• Human Resources
• Management
• Economics
• Foreign Languages
• Or other related disciplines

Experience

• Minimum 1-2 years of experience in office administration, HR administration, recruitment coordination, or related fields.
• Experience in a multinational or professional services environment is an advantage.

Skills & Competencies

   Soft skills & Personal Attributes

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Detail-oriented, reliable, and highly responsible.
• Service-minded with a positive and professional attitude.
• Passionate about administration, office support, and customer service.
• Enjoy helping others and take pride in delivering a positive employee and candidate experience.
• Tactful, diplomatic, and able to communicate effectively with employees at all levels.
• Attentive, thoughtful, and capable of anticipating needs before issues arise.
• Strong stakeholder management and coordination skills.
• Ability to maintain confidentiality and handle sensitive matters with discretion.
• Proactive and able to work independently in a dynamic environment.
• Comfortable managing multiple priorities while maintaining a high level of service quality.

Technical Skills

• Good knowledge of administrative processes and office management.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Language Requirements

• Good command of spoken and written English.
• Ability to communicate professionally with internal and external stakeholders.

Key Success Factors

• Ability to maintain smooth office operations and provide excellent employee support.
• Efficient coordination of recruitment activities and candidate experience.
• Strong attention to detail, confidentiality, and professionalism.
• Flexibility in handling administrative and recruitment priorities simultaneously.

Why Join Bureau Veritas Vietnam?

• Be part of a global leader in Testing, Inspection & Certification.
• Exposure to a dynamic multinational working environment.
• Opportunities for learning and development within HR, Administration, and Recruitment functions.
• Contribute directly to the growth and success of the Hanoi Office.