HR & Admin Assistant Supervisor

Position Summary

• You will be responsible for overseeing and optimizing all administrative functions, ensuring seamless and efficient operations across the 3 factories: Almonds, Venice & Pistachios.
• This role manages internal administrative systems, ensures compliance with company policies and audit standards.
• You will also serve as the main point of contact for external vendors, coordinating services such as security, cleaning to maintain a safe and productive environment.
• A key aspect of the role involves planning and executing internal communication and employee engagement activities to foster a strong company culture.
• Additionally, this position provides administrative and logistical support to senior management and other HR functions, serving as a critical backup for reception and administration coverage.
• 1.
• Administration & Procedures: ·       Take the lead in reviewing, adjusting, and developing internal administrative management systems, including Regulations, Procedures, Forms, Policies, and Job Checklists, to ensure seamless, accurate, and efficient operations. ·       Act as the focal point to support and handle issues related to foreign labor, including Letter of Invitation, Work Confirmation, Visa, Work Permit, Driving License, Health Check, etc. ·       Prepare state reports related to the management of foreign labor needs, or other administrative reports as requested by the direct manager. ·       Ensure all incoming and outgoing correspondence is managed systematically, securely, and sent to the correct recipients. ·       Ensure administrative records are stored scientifically in accordance with the 5S standard and for audit purposes. ·       Manage the issuance of employee ID cards. ·       Manage the use of the Lactation Room, proposing repairs/upgrades or purchasing suitable equipment for the room. ·       Verify and authorize documents and records related to the entry and exit of goods, equipment, and employees (within the scope of the HR & Admin department's authority). ·       Ensure all administrative activities are performed on time, with quality, and with cost-efficiency. ·       Prepare the annual administrative budget and control cost efficiency within the approved budget. ·       Coordinate the periodic replacement of water filters at the Almonds and Venice factories. (
• Periodic filter replacement: Maint Team; Water sample testing & assessment: Lab Team; Filter purchase: Purchasing Team; Safety control: HSE Team.)
• 2.
• Operational & 3rd party Management: ·       Manage, supervise, and ensure the operational effectiveness of 3rd party including security guard service and cleaning services.
• Organize regular quality review meetings to evaluate and improve service quality, handle arising issues, verify payment documents, submit monthly payments on time as per contract, and maintain payment records/necessary documents for audit purposes (whole cycle). ·       Monitor the effectiveness of the catering service (Hiep Phat Food Canteen).
• Coordinate with the Canteen Committee to resolve issues related to meals and service quality. ·       Act as the point of contact with Tien Nga owner to arrange regular grass cutting around the factories to prevent insect infestations. ·       Conduct GEMBA walks with the QFS Team to identify and address areas for improvement. ·       Identify, assess, control, and mitigate daily operational risks at the factories, reporting promptly to the HR & Admin Manager.
• 3.
• Internal Communication & Employee Engagement ·       Plan and implement training and development programs related to Olam/ofi Care and Nutrition program from HR Country or Olam Global. ·       Lead or support for internal activities such as Nuts Annual Award, ofi YES, Labor Conference, Blood Donation, Communication Meet, Year-end Party, EOM, Monthly Birthday, Christmas day, Tet..etc; ·       Develop and execute internal communications and employee engagement activities at AVP, ensuring consistency in messaging and brand image.
• Evaluate the effectiveness of employee engagement activities and propose improvements to enhance the employee experience.
• 4.
• Other tasks/projects: ·       Arrange meetings as requested by the Board of Directors, taking and drafting meeting minutes if required. ·       Backup Plan for Receptionist/Admin Coverage
• Stay up-to-date with industry trends, legal requirements, and best practices related to HR & Admin operations and update to Superior.

• Education : Graduated with a University degree in fields such as Human Resources, Social Sciences, English language, or Business Administration; however, this is not a mandatory requirement.
• Experience : At least 3 year of working experience in HR & Admin field is preferred
• Key Behavioral/ Leadership Competencies
• Strong problem-solving skills and a proactive attitude towards learning and development.
• Results and people-oriented; service-minded and customer-focused.
• Energetic, self-motivated, and enjoying the challenge
• Key Technical Competencies
• Administrative & Facility Management
• Understanding of regulations and procedures related to foreign labor
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Cost & Budget Control
• Key Soft Skills
• English skills: Business English fluency
• Strong interpersonal skills with the ability to build and maintain positive relationships at all levels of the organization.
• Proficient in using Microsoft Office applications (Excel, PPT).