Temporary Admin Assistant (Energy Company, Working in Ha Tinh)

* Work location: Vung Ang Economic Zone, Ha Tinh (Company provides accommodation, meals)

* Job type: for Construction (3 months), then can be considered for working in 25 years O&M period

* Employee type: local Vietnamese

POSITION SUMMARY

The Administrative Assistant supports the GA & Contract Team in ensuring smooth office operations and providing essential services to employees, contractors, and visitors. The role covers administrative tasks, logistics coordination, office general support, and daily operation management. This position plays a critical part in maintaining a professional, efficient, and compliant working environment of Construction Office.

KEY RESPONSIBILITIES

Administrative & Office Support

• Prepare documents as assigned.

• Manage office supplies, stationery, and consumables; forecast needs and maintain inventory.

• Assist with meeting arrangements, room bookings, equipment setup, and hospitality for internal/external guests.

• Support announcements, notices, and communication materials in line with corporate branding standards.

Coordination & Communication

• Act as a liaison between internal departments, contractors, and service vendors.

• Monitor inquiries and requests received via email or communication channels and distribute information promptly.

• Maintain updated vendor lists, service contacts, and contract-related documents for reference and audits.

Facility & Service Management Support

• Coordinate administrative support for canteen services, housing, transportation, office assets, IT basic coordination...

• Manage asset, uniform distribution, tracking, and storage based on approved issuance lists and procedures.

Event & Logistics Support

• Assist in planning and organizing internal event if any.

• Prepare materials, attendance lists, refreshments, signage, and coordinate logistics with suppliers.

Office General Support

• Ensure the office environment is clean, safe, functional, and compliant with VAPCO SOP.

• Monitor office infrastructure (AC, lighting, printers, pantry equipment, furniture) and raise maintenance requests as needed.

• Manage visitor access, temporary badges, escort arrangements, and adherence to security procedures.

• Maintain office layout, seating plans, shared assets, and equipment usage records.

Daily Operation Support

• Perform daily readiness checklists for meeting rooms, pantry, stationery, and workplace organization.

• Track operational requests and ensure timely resolution in accordance with service standards.

• Coordinate company vehicle bookings, shuttle bus schedules, drivers’ allocation, and maintain proper documentation.

• Support housing activities: room allocation, renewal of accommodation lists, defect resolution, and compliance checks.

• Monitor canteen menu updates, feedback, and service satisfaction.

Payment & Financial Administrative Support

• Prepare, consolidate, and submit payment request documents for approved services (canteen, office supplies, transportation, uniforms, etc.) in accordance with internal procedures.

• Track payment request status and notify vendors of expected timelines or missing documents.

• Monitor recurring monthly service charges (e.g., shuttle bus, canteen services, office cleaning contracts) and prepare payment schedules for timely processing.

* VAPCO is a fair Employer. We do not require any recruitment fees from the candidate and do not collect applications from broker individuals or organizations who charge commissions/ fees from applicants. We thank you all candidates, but only the shortlisted will be contacted for interviews.

* Candidates are encouraged to visit our website to understand about us.

EDUCATION, EXPERIENCE AND GENERAL REQUIREMENTS

• Bachelor’s degree in Business Administration, English, HR, or related fields.

• Minimum 2 - 5 years administrative experience. Experience in multinational, construction, or industrial environments is an advantage.

• Attention to details, confidentiality, and compliance awareness.

• Able to perform multitasks and meet tight deadlines.

• Professional, disciplined, trustworthy, result-oriented, and service-minded. Friendly, dynamic, proactive, , supportive, and willing to learn.

• Strong interpersonal, communication, organizational skills, and can work as a team player.

• Good command of English (written & oral communication and be literate in MS Office applications (Word, Excel, PowerPoint, Outlook).