ILD COFFEE VIỆT NAM ★ 5.0

2.1. HR Services (Administration & Facility)

• Supervise and coordinate daily cleaning, pantry, canteen, and laundry services.

• Manage staff transportation (shuttle bus), ensure punctuality, and handle disruptions (traffic, schedule changes).

• Track HR Facility matters (assets, premises) on the system (MISA).

• Place orders and manage stock for pantry supplies, consumables, and stationery.

• Handle goods receiving for stationery, PPE, vouchers, pantry supplies, and office furniture.

• Manage drinking water supply and other office utility services.

2.2. Recruitment & Onboarding

• Post job openings and source candidates through recruitment channels (e.g., CareerViet and others).

• Screen resumes, arrange interview schedules, and track recruitment progress.

• Prepare onboarding documentation for new hires; coordinate access card, FaceID setup, uniform, and locker assignment.

• Conduct orientation sessions for new employees.

2.3. Employee Engagement

• Conduct periodic employee engagement surveys.

• Organize monthly birthday celebrations, Welcome Newcomer programs, and other internal activities.

• Draft and publish internal newsletters and communication posts (health, branding, internal updates).

• Receive and address employee concerns, coordinating with relevant departments to resolve them.

• Host visitors/guests: welcome board, refreshments, cleanliness of the reception area, and PPE provision when required.

2.4. Compliance & Records

• Track and close gaps identified in weekly GMP and SHE assessments.

• Maintain the guest register for access control on the MISA system.

• Manage locker assignments and conduct periodic vendor evaluations.

• Maintain hardcopy records, manage service contracts, and update SOPs on the DMS system.

2.5. Engineering Administration (Engineering Admin)

• Coordinate shift scheduling (shift patterns, weekly day-off arrangements) for the Engineering department together with line supervisors, ensuring adequate manpower coverage.

• Process and track leave requests (annual leave, unpaid leave, etc.) for Engineering employees in compliance with company policy and labor regulations.

• Monitor and verify overtime (OT) registration and approval for Engineering staff, ensuring OT is properly authorized and recorded.

• Coordinate timesheet and attendance data with the C&B/Payroll team to ensure accurate and timely salary computation for Engineering employees.

• Monitor the Engineering department's compliance with HR policies and labor regulations (working hours, rest time, contracts, etc.), and escalate issues to HR Manager/HOD as needed.

• Support the communication and rollout of HR programs and initiatives (engagement activities, performance management, training, recognition, etc.) within the Engineering department.

• Act as the day-to-day HR focal point for Engineering, ensuring smooth communication and consistent application of HR policy between HR and the Engineering team.

Skills & Qualities

• Strong organizational and time-management skills; able to multitask given the wide range of routine tasks.

• Good communication and cross-department coordination skills (especially with Engineering, Supply Chain, and Finance/Controlling teams).

• Careful, detail-oriented, and highly responsible when handling documents, records, and leadtime commitments.

• Proactive mindset toward process improvement (experience automating manual work is a plus).

• Knowledge of GMP/SHE/food safety or similar compliance standards is an advantage.