Office Administrator

We are looking for a proactive, detail-oriented Office & Administration Specialist to join our Vietnam subsidiary and serve as the key operational link between the local office and headquarters.
You will be responsible for the day-to-day administrative, financial, HR and operational support of our Vietnam subsidiary - including finance document handling, spare parts management, import/export and customs clearance, office administration, contract follow-up, and local marketing/event support. This role requires strong coordination skills and the ability to work seamlessly across local vendors, external partners, and our headquarters team.
Responsibilities
Finance & Accounting Coordination
Act as the daily liaison between the local outsourced accounting firm and the HQ Finance Manager
Handle daily invoices, expense receipts, and other financial documents; ensure accurate and timely processing and record-keeping
Spare Parts Management
Manage the subsidiary's spare parts inventory, including stock records, issuance, replenishment planning, and periodic reconciliation
Import / Export & Customs Clearance
Coordinate customs clearance for product imports into Vietnam
Apply for, renew, and manage import/export licenses and permits for products and spare parts
Work with customs brokers and freight forwarders to ensure compliant, on-time shipments
Office Administration
Oversee daily office operations: supplies, facilities, office contracts, and vendor management
Maintain office policies and ensure a smooth, well-organized working environment
HR Support
Assist with local HR matters, including monthly payroll processing and HQ HR matters support
Manage employee attendance and leave records
Support employee onboarding and offboarding procedures (employment contracts, handover, documentation)
Contract Support
Support the preparation, review, and follow-up of product contract details, including terms, pricing, and related documentation
Marketing & Event Support
Coordinate local trade fairs/exhibitions and marketing activities
Arrange logistics and reception for visiting business teams and clients
Qualifications
Bachelor's degree or above
3+ years of working experience in administration, finance, or HR management; experience in a foreign-invested or multinational company is a strong plus
Working proficiency in English (both written and spoken) as the working language; native Vietnamese; Mandarin Chinese is a plus
Strong coordination, communication, and problem-solving skills; comfortable working with HQ teams and external partners
Detail-oriented, well-organized, and able to manage multiple tasks in a fast-paced environment
Basic knowledge of Vietnamese customs, import/export regulations, and accounting practices is preferred
Proficient in Microsoft Office (Excel, Word, PowerPoint);