Project Administrator

About Ivy+Partners
Ivy+Partners is a culture-focused Communications Consultancy Agency in Vietnam and Southeast Asia with a difference. We work with clients to find their needs and create dynamic story-driven experiences that resonate with their audiences. We are seeking a meticulous and organized Project Admin to anchor our operational workflow.
Role Overview
As a Project Admin, you will support our teams by managing the daily operations of each campaign. You will be responsible for managing all project-related paperwork, tracking financial transactions, and ensuring administrative workflows run seamlessly. Your meticulous eye for detail and organized approach will bridge the gap between our Account teams, Finance, and external partners.
Key Responsibilities
· Paperwork & Contract Management: Draft, review, track, and archive project contracts (Client & Vendor agreements), Non-Disclosure Agreements (NDAs), and liquidation minutes.
· Payment & Financial Admin:
o Monitor client invoicing schedules and follow up on accounts receivable.
o Process and verify payment requests for vendors, KOLs, and freelancers, ensuring all supporting documents comply with company policies.
o Perform basic bookkeeping tasks, manage petty cash, and track internal expenditures.
· Project Budget Support: Assist Project Managers in tracking budget allocation, monitoring expenses, and preparing periodic financial reports for individual projects.
· General Project Administration: Organize project folders, maintain internal databases, take minutes during critical meetings, and coordinate administrative logistics for project teams.
Job Requirements
· Experience: 2-3 years of experience as a Project Admin, Project Assistant, Operations Admin, or Internal Accountant (Experience in a PR/Creative Agency is a strong advantage).
· Skills:
o Highly proficient in Microsoft Excel / Google Sheets for data and budget tracking.
o Exceptional attention to detail with sharp proofreading and drafting skills.
o Strong organizational and time-management skills, with the ability to handle multiple projects simultaneously.
· Language: Fluency in English (both written and spoken) is required to handle bilingual contracts and international stakeholders.
· Education: Bachelor's degree in Business Administration, Finance, or Law.
· Big Plus: A Legal Background to easily review contract clauses, identify basic compliance risks, and streamline the legal approval process.
Compensation & Benefits
Working in a dynamic and international environment with outstanding global clients
· Participation in high-profile events across diverse industries
· Premium health insurance and employee assistant program
· Dedicated training budget
· Competitive salary with performance-based bonuses
· Quarterly team-building activities and company trips up to twice per year
How to Apply
Interested candidates please send your CV to: [protected info] and [protected info]
· Updated resume/CV
· Cover letter highlighting relevant experience