Office Operations Manager

12026-09-02

Role overview

We're looking for an experienced Office Operations Manager to lead workplace operations across our offices in Ho Chi Minh City, Hanoi, Da Nang, and Hue. Based in Ho Chi Minh City, you will oversee headquarters operations and provide leadership, governance, and oversight for the other sites, with occasional travel. The role combines people leadership, operational governance, and strategic oversight — shaping the workplace experience through your team rather than executing day-to-day tasks.

Oversee all aspects of office administration to support efficient business operations.
Oversee the team's handling of office supplies, procurement activities, administrative documentation, and record management.
Ensure expense administration, and day-to-day operational support are delivered smoothly by the administrative team.
Oversee new employee onboarding readiness, with the team coordinating workspace setup, equipment, access cards, and office readiness.

Own the annual office operations budget across all locations — track spending, identify efficiencies, and drive cost optimization without compromising service quality.
Oversee the end-to-end purchasing process, ensuring approval thresholds, budget availability, procurement policy, and audit documentation are respected.
Manage the full vendor lifecycle — sourcing, negotiation, contract and renewal tracking, price benchmarking, and periodic performance reviews with internal stakeholders.

Oversee monthly timesheet, leave, and overtime administration across all offices — ensuring accurate and on-time submission, line-manager approvals, and compliance with Vietnamese Labor Law and internal policy.
Review and approve overtime, and ensure leave balances, accruals, and carry-over are correctly maintained by the team.
Partner with HR and Payroll on pre-payroll reconciliation, resolve escalated discrepancies, and govern timekeeping systems and periodic reporting.

Oversee business travel end to end — flights, transportation, hotels, and itineraries — delivered by the team, and negotiate corporate rate agreements with airlines, hotels, and agencies.
Oversee visa, work permit, and travel documentation for employees and inbound visitors, including liaison with embassies, authorities, and agencies.
Review and approve travel advances, per diem, and expense claims against the travel policy and budget.
Direct logistics for company trips, offsites, and teambuilding events, and ensure traveler support and duty of care are in place.

Lead reception operations to deliver a professional, welcoming, and seamless experience for employees, clients, candidates, and visitors.
Establish service standards for:
- Visitor management
- Reception services
- Telephone inquiries
- Mail and courier handling
- Meeting room management
Coach, schedule, and support reception teams across all office locations.
Continuously enhance front-of-house services to reflect a world-class workplace experience.

Ensure all offices remain safe, functional, clean, and well-maintained.
Build and maintain strong relationships with landlords, building management teams, and external service providers.
Oversee vendor and team delivery of:
- Preventive maintenance
- Office repairs
- Cleaning services
- Facility upgrades
- Workspace improvements and office renovations when required
Ensure all offices comply with workplace health, safety, security, and regulatory requirements.

Manage workplace services and employee amenities, including pantry operations, refreshments, wellness initiatives, and common areas.
Partner with P&C to oversee office events, celebrations, employee engagement activities, and workplace experience programs.
Review employee feedback and proactively identify opportunities to improve the office environment and workplace services.

Bachelor's degree in Human Resources, Business Administration, Facilities Management, Hospitality Management, or a related discipline, or equivalent practical experience.
5+ years of progressive experience in Office Management, Workplace Operations, Administration, Facilities Management, or Corporate Services, preferably within multinational or fast-growing organizations.
Proven experience leading teams and running operations across multiple office locations.
Strong negotiation skills, with a track record of securing favorable commercial terms and service levels from vendors, landlords, and service providers, and of resolving disputes and escalations.

Demonstrated experience managing external vendors, contracts, and operational budgets.
Exceptional organizational, project management, and stakeholder management skills, with the ability to prioritize across multiple locations.
Proactive, detail-oriented, and solutions-focused, with a continuous improvement mindset.
Professional working proficiency in English, with strong verbal and written communication skills.

Experience working in multinational corporations or IT services/technology environments.
Solid understanding of Vietnam's labor regulations, workplace health & safety standards, and office/building compliance requirements.
Ability to travel occasionally to other offices to support operational initiatives, office improvements, and key business activities.

Joining us means becoming part of a collaborative, people-first organization where operational excellence directly contributes to business success and employee satisfaction.
You'll have the opportunity to shape the workplace experience across multiple offices, lead meaningful operational improvements, and work alongside passionate teams committed to building an exceptional environment where people can thrive.
If you're passionate about creating outstanding workplaces, driving operational excellence, and leading multi-site office operations, we'd love to hear from you.

Attractive and competitive performance-based compensation package.
Full gross salary during probation.
Generous 13-month salary and dedication bonus.
Comprehensive healthcare insurance package and annual health check-ups.
Flexible check-in time before 10:00 AM on weekdays.
2-day remote work per week.
12 annual leave days, 5 sick leave days, 11 public holidays as required by Vietnamese Labor Law, plus one extra day off for Christmas.
Opportunity to work on global projects, collaborate with international teams
Daily breakfast, Happy Thursday gatherings to connect with colleagues.
Active sport clubs such as badminton, running, football, music clubs.
Teambuilding activities, annual company trips, and year end party.
Continuous learning opportunities through technical & soft skills training, English classes, and internal communities.
Financial assistance for important life events, including marriage, childbirth, and bereavement, ensuring support at every stage of life.