Business Operation Assistant

Location
Location Vietnam Region South City Ho Chi Minh Career Area Business Development, Customer Service Experience Level Experienced Professionals Job ID WD-0047337
Description and requirements
1. Indirect Procurement & Compliance Coordination
Overall responsibility: Manage and coordinate indirect procurement activities to ensure business needs are met with the right quality, cost, service level, and compliance with internal requirements.
Coordinate indirect procurement activities covering business travel, company events, office services, facilities, supplies, and other business support requirements.
Understand stakeholder requirements and proactively identify appropriate sourcing and service solutions.
Source and evaluate suppliers, obtain and compare quotations, support commercial negotiations, and coordinate supplier selection in line with internal approval requirements.
Manage supplier relationships and follow up on service quality, delivery, commercial conditions, and issue resolution.
Maintain appropriate procurement documentation and ensure compliance with internal procurement and approval processes.
Coordinate assigned ICS and compliance activities, including execution, documentation, control evidence, and timely follow-up of identified actions.
Perform assigned Concur audit activities, review travel and expense documentation, identify exceptions, and follow up with relevant stakeholders.
Identify opportunities to improve procurement efficiency, service quality, cost effectiveness, and internal processes.
2. Office Management & Fixed Assets
Overall responsibility: Ensure office operations, workplace services, and fixed assets are effectively managed to provide a smooth, professional, safe, and reliable working environment.
Manage day-to-day office operations and proactively address workplace needs and operational issues.
Coordinate with suppliers, service providers, and internal teams on facilities, office supplies, equipment maintenance, workplace services, and improvements.
Monitor service quality and supplier performance and follow up on issues until resolution.
Anticipate office and workplace requirements and propose practical solutions to improve employee experience and operational efficiency.
Maintain accurate fixed asset records and coordinate asset movements, transfers, and other required updates.
Coordinate annual fixed asset counting and reconciliation with relevant stakeholders.
Support fixed asset disposal processes, ensuring appropriate documentation and approvals are completed.
3. Management & Corporate Administration Support
Overall responsibility: Provide reliable and confidential administrative support to senior management and coordinate corporate administrative matters accurately and on time.
Support senior management with confidential administration, meeting and event coordination, document preparation, and follow-up of agreed actions.
Coordinate administrative requirements with internal and external stakeholders and ensure important matters are followed through to completion.
Support government-related and corporate administrative activities, including regulatory submissions, notarization and certification, document legalization, and coordination with relevant authorities or external service providers.
Maintain and organize relevant corporate and administrative records to ensure documents are accurate, complete, traceable, and readily available when required.
Monitor deadlines and proactively follow up on pending submissions, approvals, documents, and administrative requirements.
4. Supplier Payment Coordination
Overall responsibility: Ensure supplier payments are properly coordinated, supported by complete documentation, and processed accurately and on time.
Coordinate supplier and authority payments by collecting and validating required supporting documents and following up with relevant stakeholders.
Prepare manual payment requests when required and ensure appropriate documentation and approvals are in place.
Track payment status and proactively follow up on upcoming or outstanding payments.
Coordinate resolution of invoice, documentation, approval, or payment issues with Finance, suppliers, authorities, and internal stakeholders.
Maintain clear and complete payment documentation in accordance with internal control requirements.
Requirements
Bachelor's degree in Business Administration, Finance, Accounting, Supply Chain, Procurement, or a related field.
3-5 years of relevant experience in indirect procurement, office management, business administration, finance administration, or a similar coordination role.
Practical experience in supplier management, sourcing and quotation comparison, payment coordination, office operations, and/or fixed asset management.
Experience working with government authorities, regulatory documentation, or corporate administrative processes is an advantage.
Experience working in a multinational or structured corporate environment is preferred.
Good command of Vietnamese and English, both written and spoken.
Good knowledge of Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.