Head of Administration

JOB PURPOSEThe Head of Administration & IT is responsible for leading the company’s Administration, IT, Procurement, Asset Management, and Regulatory Affairs functions, ensuring effective operations, regulatory compliance, cost efficiency, and a safe and well-organized working environment. The role partners closely with senior management and cross-functional teams to strengthen corporate infrastructure, optimize support functions, and ensure the organization is well-equipped for sustainable growth.KEY RESPONSIBILITIES1. Corporate Administration & Regulatory Affairs- Lead corporate administrative and regulatory matters, ensuring compliance with applicable laws and regulations.- Oversee the company’s licenses, permits, and registrations, including ERC, IRC, business location registrations, education-related licenses, and other relevant permits.- Oversee trademarks, copyrights, and other intellectual property-related matters, working with relevant internal and external parties.- Build and maintain effective relationships with government authorities and regulatory agencies, including education authorities, local authorities, police, fire safety authorities, and other relevant stakeholders.- Represent the company in regulatory inspections, official meetings, and external working sessions when required.2. Administration, Procurement & Facility Management- Lead overall office and facility management, including leasing, maintenance, renovation, security, workplace services, and company assets.- Develop and oversee procurement strategy, policies, and processes, ensuring quality, cost effectiveness, compliance, and timely delivery.- Lead vendor and outsourcing management, including supplier selection, negotiation, contract management, performance evaluation, and service quality.- Ensure effective management of company assets throughout their lifecycle.3. IT & Digital Infrastructure- Lead the company’s IT function and ensure reliable, secure, and effective IT infrastructure and support services.- Develop and implement IT strategies and annual plans aligned with business needs.- Oversee IT vendors, service quality, information security, and continuous improvement of IT services.4. Governance, Safety & Operational Excellence- Develop and continuously improve administrative policies, procedures, and internal controls to enhance operational efficiency.- Ensure compliance with Occupational Safety & Health, Fire Prevention & Fighting (PCCC), and workplace environment requirements.- Establish appropriate emergency response and workplace safety procedures.5. Budget & Team Leadership- Develop and manage the Administration & IT budget, ensuring effective cost control and resource allocation.- Lead, develop, and manage the Administration & IT team, setting clear objectives, performance standards, and development plans.- Foster a professional, collaborative, and service-oriented team culture.- Working location: Hoang Dao Thuy, Hanoi- Working time: Mondays to Fridays, 8h30 - 17h30JOB BENEFITS- Social, Health and Unemployment Insurances according to the Labor Law- Premium Health Care Package by PTI- Annual leave: Sixteen (16) days for annual leave and Three (3) days for sick leave per year- Sponsored English Classes for children at Language Link Academic Centres- 13th-month salary bonus- Gifts from company & Trade Union on some special occasionsJOB REQUIREMENTS- Bachelor's degree in Business Administration, Management, or a related field.- Proven experience (ideally 10+ years) in an administrative management role, with at least 6 years in a supervisory capacity, experience in Education field is preferable.- Strong experience in office/facility management, procurement, asset management, and vendor management.- Strong planning, negotiation, problem-solving, and cost-control skills.- Strong organizational and time management abilities, with a keen eye for detail.- Ability to prioritize tasks, manage multiple projects, and work effectively under pressure.- Commitment to high professional ethical standards and a diverse workplace- Good networking, good contacts and relations with related authorities/ people- Fluent in English (both written and spoken) is a must.- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).