Assistant Manager, Administration

Adminitration Assistant Manager

Location: Ho Chi Minh

Coats is a world leader in thread manufacturing and structural components for apparel and footwear, as well as an innovative pioneer in performance materials. These critical solutions are used to create a wide range of products, including ones that provide safety and protection for people, data and the environment.

Trusted by the world's leading companies to deliver crucial, innovative, and sustainable solutions, we provide value-adding products including apparel, footwear and speciality threads.

With a proud heritage dating back more than 250 years and a spirit of evolution to constantly stay ahead of changing market needs, we have operations across 50 countries with a workforce of over 17,000, serving our customers worldwide.

Role Purpose:  

Assist the Admin Manager to lead the seamless and highly efficient administration and facility management, ensuring a high-performing, safe, and welcoming work environment for HCMC site (including the Head Office, Factory Office, and Warehouse / Distribution Centre’s Office). The position holder must ensure all activities comply with legal requirements, global standards and corporate policies.

What you will do (Key Responsibilities): 

Workplace operations and improvement

• Supervise daily office operations and administrative activities in all facilities at HCMC site;
• Develop and implement office policies and procedures to improve workflow and compliance
• Plan and coordinate administrative procedures and systems. Spearhead strategic initiatives to streamline processes and enhance operational efficiency. Conduct workflow and data analysis as required;
• Monitor costs to assist in budget preparation; ensure payment processing and expenses tracking;
• Oversee vendor and contractor governance in related job duties. Give feedback and recommendations for enhancement;
• Assist Admin Manager in providing training, coaching and guidance to other team members;

Administrative services: 

• Supervise and implement the records management processes and procedures to ensure compliance to legal requirements and company standards, real-time accessibility and effectively support reporting and auditing purposes;
• Monitor inventory, purchasing and distribution of office assets, office supplies and employee well-being items with attention to budgetary constraints;
• Oversee all migrant paperwork and procedures for the leadership team, expatriates and their family members (if any)
• Handle executive meeting agendas and schedules;
• Organize, compose and implement required procedures for DOA;
• Oversee the proper usage of the company legal stamp;

Facility Management: 

• Manage the facilities and equipment to create a hygiene and 6S standardized office environment. Drive sustainability initiatives for offices;
• Oversee facilities services, maintenance activities and contractors;

Reception, Events & External Relations

• Organize logistics arrangements for executive visits, strategic VIP customers and partners
• Lead the logistics organization of key internal events
• Liaise with external stakeholders and relevant government authorities

Business Travel Arrangement:

• Ensure speedy and effective business travel necessity arrangements for directors, managers and employees

Cross-functional Collaboration:

• Assist in employee engagement, training logistics and other corporate social responsibility (CSR) initiatives.
• Coordinate with other functions including Sourcing, Finance, and Tax functions to ensure compliance in all administrative activities such as purchases, payment term, and tax related matters, etc.
• Collaborate with Health & Safety and Maintenance functions in the maintenance, repair, upgrading, installation or construction of facility and office equipment.

Who you are (Requirements): 

• Bachelor’s Degree, preferably in Business Administration, Office Management, Law, Languages, or a related field.
• Minimum 3–4 years of experience in a similar role, preferably within an MNC manufacturing environment.
• Fluent in English (verbal and written)
• In-depth knowledge of office management and administrative procedures
• Proficiency in MS Office 365 and usable apps beneficial for works
• Strong problem-solving, organizational, and time-management skills, customer-oriented mindset
• High integrity, attention to details, strong sense of responsibility. 

What will set you apart (Nice to Have):

• Proven initiatives at work
• Strong project management skills
• Demonstrated ability to focus on and achieve objectives in a timely manner
• Advanced interpersonal and communication skills
• Ability to thrive in a multicultural work environment.

At Coats Group, we are committed to innovation, excellence, and fostering a diverse and collaborative environment where every team member can thrive. If you are passionate about making an impact in the textile industry and eager to join a global leader with a rich heritage and a forward-thinking approach, we invite you to take the next step in your career with us.

Apply now to be part of our dynamic team and help shape the future of textiles.