Office Manager

About GFT

GFT Technologies is an AI-centric global digital transformation company. We design advanced data and AI transformation solutions, modernize technology architectures and develop next-generation core systems for industry leaders in Banking, Insurance, Manufacturing and Robotics. Partnering closely with our clients, we push boundaries to unlock their full potential. With deep industry expertise, cutting-edge technology, and a strong partner ecosystem, GFT delivers responsible AI-centric solutions that combine engineering excellence, high-performance delivery and cost efficiency. Our team of 12,000+ technology experts operates in 20+ countries worldwide offering career opportunities at the forefront of software innovation.

About the Role

The Office Manager is responsible for ensuring a welcoming, professional and well-maintained office environment for employees, guests and visitors. The role is the key point of contact for day-to-day office services, reception support, workplace standards and coordination with the building management team.

Office location: Viettel Building, District 10, Ho Chi Minh City

Key Responsibilities

Reception & Guest Management

- Welcome and assist guests, visitors and external partners in a professional and friendly manner.

- Take ownership of the reception area and ensure it is clean, organised, welcoming and properly supported during office hours.

- Coordinate visitor access, meeting room support and other reception-related arrangements as required.

Office Policy & Employee Support

- Guide and support employees in following company office and workplace policies.

- Answer day-to-day office-related questions and provide practical support to employees.

- Communicate office rules, procedures and workplace updates clearly and consistently.

Office Services & Workplace Management

- Manage daily office services and ensure the workplace is clean, functional and comfortable.

- Coordinate and supervise cleaning services, including office cleanliness and service quality.

- Manage office plants and coordinate maintenance or replacement where required.

- Monitor and arrange supplies of drinking water, tissues and other workplace consumables.

- Manage stationery ordering, stock levels and inventory records; ensure sufficient supplies are available without unnecessary overstocking.

- Identify office facility or service issues and coordinate timely resolution.

- Manage and report attendance reporting of employees/visitors

- Complete relevant data requests on facilities for non-financial reporting

Building Management & Safety

- Act as the main office contact for the building management team on day-to-day office matters.

- Coordinate matters related to parking, building access, facilities, maintenance, security and other building services.

- Coordinate and communicate fire evacuation, emergency procedures and other building safety requirements to employees.

- Support emergency situations and ensure employees are guided according to company and building procedures.

Vendor & Service Coordination

- Coordinate with external vendors and service providers supporting office operations.

- Monitor service quality, follow up on issues and ensure agreed services are delivered on time.

- Maintain basic records of office services, supplies, vendors and recurring workplace requirements.

Requirements

- Available to work on-site 5 days per week, with the primary working location at the reception area.

- Excellent English communication skills, both spoken and written, with confidence communicating with employees, guests, vendors and building management.

- Strong customer service mindset with a professional, friendly and helpful approach.

- Can-do attitude: proactive, hands-on and willing to take ownership of tasks and solve problems rather than wait for instructions.

- Strong organisational and time-management skills, with the ability to manage multiple office requests and priorities.

- Good attention to detail and a strong sense of ownership for workplace standards.

- Able to work independently while collaborating effectively with HR, employees, vendors and building management.

- Previous experience in office administration, reception, workplace/facilities coordination, hospitality or a similar customer-facing role is preferred.

Key Competencies

- Customer service orientation

- Professional communication

- Proactive and hands-on approach

- Problem solving and ownership

- Organisation and attention to detail

- Vendor and stakeholder coordination

- Confidentiality and professionalism

Success in This Role

- Employees and visitors consistently experience a welcoming, professional and well-organised office.

- The reception area and common areas are maintained to a high standard.

- Office supplies and essential services are available when needed, with effective stock control.

- Office and workplace policies are communicated and followed consistently.

- Building management and vendors receive timely coordination and follow-up.

- Emergency and evacuation procedures are clearly communicated and supported.

- Employees receive responsive, practical and customer-focused office support.

Working Style

This is a highly visible, service-oriented role. The successful candidate should enjoy being present in the office, interacting with people, anticipating needs and taking ownership of practical workplace matters.

(Note: Due to the high volume of applications we receive, we are unable to respond to every candidate individually. If you have not received a response from GFT regarding your application within 10 workdays, please consider that we have decided to proceed with other candidates. We truly appreciate your interest in GFT and thank you for your understanding)