Senior Office Administrator

The Position

The Senior Office Administrator supports the Office Manager in ensuring the smooth and efficient daily operation of the OPSWAT Vietnam office.

This role focuses on office administration, budget and expense management, vendor coordination, employee experience, and office events. You will work closely with internal teams and external vendors to ensure office services are delivered effectively, accurately, and within budget. Besides, this role will actively join a hand with Office Manager in supporting the GM in daily administrative operations.

We are looking for someone who is organized, detail-oriented, proactive, and comfortable working in a fast-paced, international environment.

What You Will Be Doing

Office Budget & Expense Management

• Track office budgets and expenses and maintain accurate records.
• Monitor actual spending against approved budgets and highlight significant variances.
• Prepare regular budget and expense reports for the Office Manager.
• Process and follow up on invoices, expense reports, reimbursements, and office-related payments.
• Create and track purchase orders (POs) and coordinate with Finance and relevant teams for payment processing.
• Maintain proper records of quotations, contracts, invoices, POs, and other supporting documents.
• Compare vendor quotations and support vendor selection and purchasing decisions.
• Identify opportunities to improve cost efficiency and simplify administrative processes.

Office Administration & Operations

• Support daily office operations, including facilities, maintenance, office supplies, parking, and other administrative matters.
• Respond to employee inquiries related to office facilities, supplies, parking, building policies, and other office services.
• Support employee onboarding and offboarding activities, including office access cards, parking registration, welcome kits, and other administrative arrangements.
• Maintain office documents and filing systems, both electronic and physical.
• Track office supplies and inventory and arrange replenishment when needed.
• Coordinate with vendors and building management for office services, maintenance, and repairs.
• Work closely with HR, IT, Finance, and other teams on office-related tasks and projects.
• Prepare reports, presentations, trackers, and administrative documents as required.
• Identify day-to-day operational issues and suggest practical improvements.

Administrative Support to General Manager

• Provide day-to-day administrative support to the General Manager to ensure effective organization and coordination of business activities.
• Manage and coordinate the GM’s calendar, meetings, appointments, and internal schedules as required.
• Arrange business travel and related logistics, including flights, accommodation, transportation, visa support, and travel itineraries.
• Coordinate meetings involving the GM, including invitations, meeting rooms, agendas, materials, and other logistics.
• Coordinate with internal teams, visitors, partners, and other stakeholders for meetings and activities involving the GM.
• Support other ad-hoc administrative tasks and business activities assigned by the GM.

Employee Experience & Office Events

• Support the planning and execution of office activities such as food programs, happy hours, monthly birthdays, holiday celebrations, and other employee engagement events.
• Coordinate event logistics, including venues, catering, transportation, equipment, accommodation, and attendee registration when required.
• Track event budgets and expenses to ensure activities are delivered within the approved budget.
• Collect employee feedback and event data to support future improvements.

What We Need From You

• Bachelor’s degree in Business Administration, Finance, Accounting, Economics, English, or a related field.
• Previous experience in office administration, operations, finance administration, or a related role is preferred.
• Good Microsoft Office skills, particularly Microsoft Excel, for budget tracking, reporting, and data management.
• Good numerical and analytical skills with strong attention to detail.
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Good communication and interpersonal skills.
• A strong sense of ownership and responsibility, with the ability to follow tasks through to completion.
• Practical problem-solving skills and a proactive working attitude.
• AI ownership mindset – proactively and responsibly use AI tools to improve productivity, simplify workflows, analyze information, and enhance work quality while taking ownership of the final output.
• High level of professionalism, discretion, and confidentiality when handling sensitive information and supporting senior management.
• Ability to work independently as well as collaborate effectively with different teams.
• Good written and verbal communication skills in English and Vietnamese.

It Would Be Nice If You Had

• Experience with budget tracking, invoices, purchase orders, or vendor management.
• Experience supporting managers or senior leaders with scheduling, travel, meetings, or business coordination.
• Experience coordinating office activities or employee engagement events.
• Experience working with Finance, HR, IT, or other cross-functional teams.
• Experience using AI or automation tools to improve productivity or administrative workflows.
• Experience working in an international or multinational environment.
• Interest in developing a long-term career in Office Administration or Office Management.