Job Opportunities API

This is an exciting role for an Office Manager to join our Vietnam team, supporting our business operations in Hoh Chi Minh City. You’ll be our go-to person, providing ‘local’ knowledge, contacts and information to ensure the smooth running of our Representative Office. You’ll be working closely with our Asia team, responsible for handling all administrative requirements relating to our shared services, Operations and Product Development, ensuring these are proactively managed and delivered on time. You’ll already have Office Management experience with strong administrative skills and you’ll be a confident communicator, able to work with all levels and cultures. You’ll be tactful, diligent and super-organised with the ability to prioritise and problem solve. HR coordination or administrative experience is an advantage, you’ll be working closely with our Global People team (based in the UK) supporting our people activities. The Responsibilities: Chief Rep & Admin Support: Renew business licenses and ensure compliance with fire safety, environmental, and labor union standards. Maintain and improve office facilities, supplies, and equipment. Collaborate with business partners to manage documentation and keep legal documents current. Handle reception tasks, mailing, courier services, customs clearance, calls, and visitor greetings. Manage meeting room bookings and refreshments orders. Renew supplier contracts, manage records for all suppliers, and liaise with the HQ legal team. Team Support (Operations & Product Development team): Manage global travel arrangements including flights, visa processing, hotels with external agencies for expats, local staffs, and regional contractors (Indonesia, Bangladesh, India). Arrange ground transportation, hotel booking for visitors from HQ or other branches. Manage domestic travel (company car, taxi, Grab), prepare reports, and obtain necessary approvals. Update public holidays, director travel schedule, and annual leave for local and manufacturing countries. Coordination of meetings and business arrangements for Directors. Coordinate and provide support for all company events and functions, including Protos Review.   Human Resources: Oversee the move-in process for expats, including coordinating Work Permit and Temporary Residence Card (TRC) applications with external agencies. Plan and organize company team-building trips, monthly birthday and work anniversary events, local holiday celebrations, and manage Summer Fridays off for both Vietnam and China teams. Notify the Chief Representative and Human Resources in advance of any changes to labor regulations, tax requirements, or local customs and practices applicable to all HR areas and provide guidance regarding local benefit and insurance plans. Offer support for expatriate and local employment, covering hiring, exiting, onboarding, compliance with legal requirements, and induction processes, following direction from the Global HR team. Assist the Global HR team with local training initiatives, wellbeing programs, and social activities as required. Finance & IT: Manage office petty cash and verify that all local expenditures are supported by valid VAT invoices, ensuring they are properly filed for tax purposes. Work in conjunction with the Chief Representative to develop the annual operating budget for the Asia Team, covering Vietnam, China, Indonesia, Bangladesh, and India. File all local bank correspondence and assist the Chief Representative in resolving queries concerning any transactions. Match and confirm local supplier invoices, seeking approval as needed. Serve as the main contact for local IT services; regularly assess and negotiate with suppliers to secure optimal pricing for procurements. Maintain accurate records of all IT assets as part of the Representative Off