HR and Operations

Company Overview:

Flow is a fintech company focused on improving payments. We value respect, transparency, openness, and practical support for one another.

We are seeking an HR & Operations Executive to manage day-to-day HR administration and office operations in Vietnam. The role covers compensation and benefits administration, employee records, recruitment coordination, HR compliance support, trade union coordination, and workplace services. You will work with management, Finance, hiring managers, and external advisers to keep employee processes accurate, timely, and confidential.

Key Responsibilities Compensation & Benefits (C&B)

• Prepare and reconcile monthly payroll inputs, including attendance, leave, approved overtime, salary changes, allowances, bonuses, and deductions. Resolve discrepancies with Finance and submit payroll for authorized approval and timely payment.
• Coordinate compulsory social, health, and unemployment insurance administration, including employee registrations, updates, contribution reconciliations, and benefit claims, with Finance or the appointed service provider.
• Prepare employee data and supporting documents for personal income tax (PIT) registration, dependent registration, payroll tax declarations, and annual finalization. Coordinate review and submission with Finance or the appointed tax adviser.
• Administer employee benefits and welfare programs, including insurance, health check-ups, leave entitlements, and other company benefits.
• Track benefits renewals, prepare personnel cost reports, and coordinate final pay calculations with Finance for departing employees, subject to authorized review and approval.
• Respond to employee questions about payroll, tax, insurance, and benefits, maintaining accuracy and confidentiality.

HR Compliance, Labor Law & Regulatory Reporting

• Monitor changes affecting Vietnamese employment, payroll, insurance, and employee benefits. Flag potential impacts to management and coordinate updates with qualified advisers where needed.
• Draft and maintain HR policies, the employee handbook, and internal labor regulations for management and adviser review. Communicate approved updates and coordinate registrations or submissions where applicable.
• Maintain a compliance calendar and coordinate regular HR reports, statutory filings, and supporting documentation within applicable deadlines.
• Administer approved processes for probation, employment contracts, working hours, overtime, and leave. Document and escalate grievances, disciplinary matters, and terminations to management or legal advisers for decisions and guidance.
• Coordinate HR compliance correspondence and supporting documentation with relevant authorities, external consultants, and service providers, within delegated authority.
• Prepare and maintain records for HR audits, inspections, and regulatory requests, ensuring documents are accurate, complete, and accessible to authorized personnel.

Trade Union Coordination & Administration

• Act as the administrative liaison between the company, employee union representatives, and relevant trade union bodies, where applicable.
• Support the Trade Union Committee, where established, with membership records, membership updates, and applicable trade union management systems.
• Prepare trade union reports, correspondence, and supporting documents for review and submission by authorized representatives.
• Coordinate with Finance and union representatives on records, calculations, payment documentation, and reconciliation of applicable employer trade union contributions and employee membership dues, keeping the two distinct.
• Support the Committee with budget preparation, expense records, payment documentation, and financial reporting under its approval procedures; refer spending and fund decisions to authorized union representatives.
• Coordinate approved union welfare activities, including holiday benefits, employee visits, and hardship assistance, with union representatives.
• Track applicable trade union reporting deadlines and maintain supporting records for review, audits, and inspections.

HR Administration & Employee Support

• Prepare and maintain offer letters, probation agreements, employment contracts, contract amendments, and other employment documents using approved templates.
• Coordinate onboarding, including employee documentation, orientation, welcome materials, and equipment and access requests with relevant departments.
• Track probation and performance review schedules, contract renewals, and employee changes. Coordinate offboarding checklists, exit documentation, and equipment and access handovers with Finance, IT, and managers.
• Maintain accurate employee information in the HR system, including personnel files, attendance, leave, and employment history.
• Act as a point of contact for employees regarding HR policies, benefits, and administrative inquiries, providing timely and professional support.
• Handle employee information securely and confidentially in line with company policies and applicable personal data protection requirements.

Recruitment Support

• Support recruitment activities, including preparing and posting job advertisements, screening applications, and scheduling interviews.
• Coordinate with hiring managers and candidates to maintain clear communication and an efficient recruitment process.
• Maintain accurate recruitment records and support offer preparation, approved reference checks, and the handover to onboarding.

Office Operations & Vendor Coordination

• Coordinate office supplies, equipment, facilities, maintenance, and workplace service providers; follow up on service issues and workplace safety concerns with the responsible teams.
• Maintain company asset records and coordinate equipment allocation, handovers, and returns with relevant departments.
• Track administrative and operational expenses, prepare supporting documents, and coordinate invoices and payments with Finance.
• Support vendor selection, service renewals, and purchasing activities in accordance with company approval processes.
• Maintain practical checklists and workflows for HR administration and office operations. Recommend improvements that reduce errors, recurring issues, and unnecessary costs, and implement approved changes.

Administrative & Team Support

• Coordinate shared meetings and business travel arrangements within agreed priorities and approval processes.
• Coordinate company events, employee engagement activities, and team-building initiatives within approved budgets, working with union representatives where activities overlap.
• Handle correspondence, document management, and filing systems to keep business information organized and secure.
• Collaborate with management, Finance, and other departments to resolve administrative and operational issues and support company priorities.
• Prepare concise HR and operations reports covering headcount, employee movements, leave, recruitment progress, expenses, and upcoming deadlines. Highlight discrepancies, overdue actions, and issues requiring management decisions.

Other Duties

• Perform other reasonable HR and office operations duties consistent with the role and agreed priorities.

Qualifications

• 2–3 years of relevant HR operations experience , including hands-on C&B administration, employee documentation, and coordination with Finance or payroll providers. Experience in a technology company or international working environment is an advantage.
• Practical working knowledge of Vietnamese employment requirements , payroll inputs, compulsory insurance administration, PIT coordination, and HR reporting, with the judgment to seek specialist advice on complex cases.
• Experience coordinating recruitment, onboarding, employee records, and office administration. Vendor and trade union administration experience is an advantage.
• Proficiency in Excel for payroll checks, reconciliations, and reporting, along with Word, Outlook, and HR information systems. Familiarity with BambooHR or similar platforms is an advantage.
• Good written and verbal communication skills in Vietnamese and English.
• Strong attention to detail, organizational skills, and discretion when handling confidential information.
• Ability to work independently, manage competing priorities, collaborate across teams, and proactively improve processes.
• Ability to maintain deadline trackers, reconcile data, and identify errors before documents or reports are submitted.
• A service-oriented approach to employee support, with sound judgment about when to act independently and when to escalate.