Admin Assistant

1. Administration Support

▪ Act as a point of contact between management, employees, and external stakeholders.

▪ Coordinate company events (e.g. company trips, annual celebrations, internal events).

▪ Manage office supplies, vendors, and service providers; negotiating contracts where required.

▪ Maintain and update internal data, filing systems (digital and physical), and administrative records.

▪ Handle general office duties such as greeting visitors, document preparation, meeting and travel or business trip arrangements.

▪ Coordinate visa and work permit processes with external agencies.

2. Finance & Accounting Coordination

▪ Support invoicing and payment requests in coordination with the finance team or external accountant.

▪ Process approved payments via the company’s internal banking platform.

▪ Record and track vendor and supplier invoices accurately.

▪ Monitor client payment status and proactively follow up to ensure on-time collection.

3. Project & Sales Support

▪ Conduct initial vendor registrations on designated platforms.

▪ Prepare, review, and finalize service agreements and related documentation with clients once projects are commissioned.

▪ Monitor and follow up on receivables and payables with domestic and overseas partners, providing regular updates to management.

▪ Identify potential risks, gaps, or inefficiencies in administrative and project support workflows and propose improvements.

▪ Support the sales team with proposal updates, revisions, and translations when required.

4. Human Resources Support

▪ Maintain accurate HR records and employee documentation.

▪ Support recruitment activities, including coordination with recruitment agencies and CV screening.

▪ Assist with employees on boarding, including preparation of contracts, NDAs, and related documents.

▪ Manage labor contracts, employee forms, and personal data in compliance with company policies.

The knowledge and skills needed for success

▪ Ideally fresh University graduate with 1-3 years of work experience

▪ Understand basics process of project documentation

▪ High proficiency in Microsoft Office packages

▪ Excellent English language and verbal and written communication skills

▪ Detail oriented

▪ Can work under high pressure & meet deadline

▪ Fun loving and energetic

Benefits:

- Package / remuneration: Based on individuals’ strengths (15 million VND – 23 million VND / Month)

- 15 days holidays in year one / 20 days holidays after year one / Medical/ 13th month salary / up to 2 Months bonus based on KPIs and budget results.

- Start date: Asa soon as Possible or after TET

- Contract term: 2 - 3 years

- Working hours: 44 hours / week (Monday to Thursday in Office - Friday Remote)