What are the responsibilities and job description for the Operations Administrator position at VinMotion?
The Back Office & Operations Administrator will support the initial setup and day-to-day operations of VinMotion’s U.S. office – Cypress, California. This role focuses on HR coordination, office administration, and operational support for engineering teams during the early establishment phase, working closely with external service providers (e.g., PEO, CPA, legal advisors) and headquarters in Vietnam.
This position is hands-on, execution-oriented, and critical to ensuring a smooth onboarding experience and efficient working environment for engineers and technical staff.
Key Responsibilities
1. HR & Recruitment Support
• Coordinate employee onboarding and offboarding processes in collaboration with the PEO (e.g., ADP), including document collection, I-9 coordination, benefits enrollment, and payroll setup
• Support recruitment activities by:
• Scheduling interviews
• Coordinating offer letters and onboarding documentation
• Assisting with hiring logistics for engineers, interns, and rotating staff
• Act as the first point of contact for employees regarding HR-related operational questions (benefits, payroll timing, policies), escalating to external advisors as needed
2. Office Setup & Administration
• Support office setup activities including:
• Office facilities coordination
• Furniture, equipment, and supplies procurement
• Lab/demo space setup coordination with vendors and contractors
• Manage day-to-day office operations to ensure engineers have the resources needed to work efficiently
• Coordinate access badges, utilities, internet, and workplace services
3. Operations & Cross-Functional Support
• Maintain basic asset and equipment tracking for office and R&D use
• Coordinate IT setup (workstations, basic systems access) with internal IT teams or external providers
• Support administrative requirements related to compliance, insurance documentation, and vendor onboarding (non-legal drafting role)
• Assist with travel, short-term rotation arrangements, and visiting engineers from Vietnam
4. Coordination & Reporting
• Serve as a coordination point between:
• U.S. office
• Vietnam back-office teams
• External vendors (PEO, CPA, legal, insurance, facilities)
• Prepare basic operational reports and updates for management as requested
Qualifications
• Bachelor’s degree in Business Administration, Human Resources, Operations, Finance, or a related field
• 1–5 years of experience in office administration, HR coordination, operations, or back-office roles
• Experience in startup, tech, or multinational environments strongly preferred
• Familiarity with U.S. workplace practices; prior experience working with PEOs is a plus
• Strong organizational skills and ability to manage multiple priorities in a fast-moving environment