Business Operation Support Executive

ABOUT DOCQUITY
Docquity is Southeast Asia's largest professional community of healthcare professionals. Our single-minded purpose is to build a trusted digital healthcare platform to elevate patient outcomes and, ultimately, build healthier lives.
Docquity connects healthcare professionals to help them be more collaborative, productive, and impactful and partners with companies to reach, educate and gain insights. Docquity has more than 350,000 healthcare professionals and has offices in India, Indonesia, the Philippines, Malaysia, Singapore, Thailand, Vietnam, and Taiwan.
SUMMARY
Job title: Business Operation Support Executive.
Reporting to: Account Director.
Number of direct reports: none.
Location: Ho Chi Minh City, Vietnam.
ROLES
As a Business Operation Support Executive at Docquity, your primary responsibility will be to support the Account Management team in managing administrative and operational processes across multiple projects. You will coordinate contracts, documentation, payment requests, approval workflows, and other administrative requirements while working closely with internal teams to ensure smooth project execution. Additionally, you will manage the user support hotline across Docquity projects, providing timely assistance to users and coordinating the resolution of inquiries and technical issues.
Your ability to maintain efficient operations and deliver reliable support will contribute to the successful execution of projects and a positive experience for healthcare professionals across the Docquity network.
RESPONSIBILITIES
1. Administrative support for Account Management operations (60%)
Provide day-to-day administrative support to the Account Management team across multiple projects.
Assist with the preparation, collection, tracking, and filing of contracts, quotations, vendor documents, and other project-related paperwork.
Coordinate document approval processes, including arranging internal reviews and collecting signatures from relevant stakeholders.
Prepare and submit payment requests and follow up with internal teams to ensure timely processing.
Maintain accurate and organized records of contracts, payment documents, and project files.
Work closely with Finance, Legal, and other internal teams to ensure documents and administrative processes are completed on time.
Ensure all administrative activities are carried out in line with company policies and compliance requirements.
Support other administrative, coordination, and operational activities assigned by the Account Director.
2. User support hotline management (40%)
Serve as the main contact point for the support hotline across assigned projects. Respond to inquiries from users regarding online events, platform access, and other related matters.
Provide first-level support for basic technical and operational issues.
Coordinate with relevant internal teams to ensure issues are resolved in a timely manner.
Record and categorize all user feedback collected through internal communication channels during project execution. Identify recurring user concerns and provide feedback to improve support processes and user experience.
Maintain professional, responsive, and customer-focused communication with users throughout project activities.
REQUIREMENTS
Experience: 1-2 years of experience in Administration, Operations Support, Customer Support, Project Coordination, or related roles. Fresh graduates with relevant internship experience may also be considered. Exposure to the healthcare industry would be an added advantage.
Qualifications: Bachelor's degree in Business Administration, Marketing, or a related field.
English & computing (Office): Proficient level.
Skills set needed:
Strong administrative, document management, and record-keeping skills with high attention to detail.
Good understanding of contract documentation, payment request processes, and administrative workflows.
Strong organizational and coordination skills, with the ability to manage multiple tasks and priorities effectively.
Excellent communication and stakeholder management skills, with the ability to work collaboratively across teams.
Proactive, responsible, and reliable, with strong problem-solving skills, ownership, and the ability to work effectively under deadlines.
Passion & readiness to join a digital healthcare startup to build up from scratch with ultimate integrity, alongside winning & can-do spirit: rolling up your sleeves to counter & overcome any challenges.
DOCQUITY CULTURE
While we have been growing fast, we are still small enough that everyone makes a pivotal difference. We care less about hours worked and more about the outcome - and the impact you make. We have worked hard to create an autonomous working culture emphasizing work/life balance and a fun working environment. We follow the hybrid work culture.