Office Administrator

Position Summary:

The Office Administrator provides daily administrative and financial support to ensure the effective operation of Company’s offices in Ho Chi Minh City and Hanoi.This role assists the Finance & Administration Director in managing office expenses, vendor coordination, documentation control, and daily finance-related administrative tasks in compliance with company policies.

Key Responsibilities

- Finance & Accounting Support:

• Collect invoice timely, verify, and process office-related expense invoices (rental, hotel, car/taxi, telephone, stationery, courier freight, etc.) reconcile by cost centers for accounting review and payment.

• Maintain and reconcile the Office Petty Cash Float, ensuring proper documentation and timely replenishment.

• Prepare and submit of office expense, travel report by cost centers and payment requests in accordance with financial procedures.

• Assist in document filing, archiving, and coordination for audits and compliance reviews.

• Liaise with vendors and the Accounting Department on billing issues and payment follow-up, make sure pay vendor before due date to comply with Tax rule for input VAT deductions.

• Assist accountant in manual input VAT statutory report and come to tax department in person to submit report if necessary.

- Office Administration

• Oversee procurement and inventory of office supplies and services for both Ho Chi Minh City and Hanoi offices.

• Book car rental, air tickets, hotel , assist visa for staffs and Lectra guests in line with travel policy.

• Coordinate maintenance and repair of IT system, office equipment and facilities.

• Manage document courier, and office logistics arrangements.

• Support company events, meetings, and other administrative activities as assigned.

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.

• 1-2 years of relevant experience in office administration or accounting support.

• Familiarity with accounting workflows IS A PLUS

• Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with accounting workflows IS A PLUS.

• English communication skills at intermediate level.

• Proactive, responsive, attention to detail, and organizational skills.

• Professional, trustworthy, and able to maintain confidentiality in handling internal data.

Company’s offices in Ho Chi Minh City.