Key Facts

Remote From:

Full time

English

Hard Skills

Digital File Management Vendor Management Procurement Sales Management Event Scheduling Asset Management Tax Documentation Contract Management Payroll Processing Corporate Travel Management Invoicing System Administration Bookkeeping Inventory Management Language Translation Cross-Functional Collaboration Organizational Structure Training Analysis

Other Skills

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Management
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Negotiation
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Proactivity

Roles & Responsibilities

Experience in office administration or facilities management
Experience with procurement, sourcing, and inventory control
Strong vendor management, negotiation, and contract compliance skills
Excellent coordination, documentation, and communication skills; ability to support cross-functional teams

Requirements:

Ensure smooth operation of office administration and facilities, coordinate with other teams, and maintain up-to-date records and administrative systems.
Handle procurement and inventory management for office supplies, food, beverages, and equipment, including sourcing, purchasing, replenishment, and storage; manage vendor relationships and contracts.
Manage meeting room bookings and general office facilities, ensure safety and efficiency, arrange business trips including flights and accommodations, review and translate documents as needed.
Provide cross-functional support to Sales, Accounting, HR by reviewing service contracts, processing invoices, payroll coordination, and assisting with company events and projects.

Job description

ITviec.com is the leading IT job portal in Vietnam. We have helped hundreds thousands of IT professionals advance their careers, and over ten thousand companies find great talents. Our vision and mission is to “Excite The IT In Vietnam by Great Hiring” and “Create A Place For IT People To Advance Their Careers”.

We are looking for a proactive Admin to support the daily operations of our organization and be a part of VIPs Care Team.

VIPs Care Team includes HR, Accounting and Admin. If ITviec is a bus, VIPs care team is the oil. Without oil the bus can’t run smoothly. We are proud of providing invisible oil values for VIPs and making all VIPs happy working at ITviec.

The roles that you’ll be responsible for:

Office admin is responsible for ensuring the smooth operation of office administration and facility management, while supporting others teams in various coordination and documentation tasks.

Procurement & Inventory Management

Handle procurement processes including sourcing, purchasing, and maintaining inventory for office supplies, food, beverages, and equipment.
Ensure timely replenishment and proper storage of office supplies and assets.

Vendor & Facility Management

Manage vendors to ensure best pricing, service quality, and contract compliance.
Oversee meeting room bookings and general office facilities to maintain a safe, organized, and efficient workspace

Administration & Documentation

Manage signing, delivery, and filing of company documents, ensuring accuracy and up-to-date records.
Arrange business trips, including booking flights, accommodations, and transport.
Review and translate documents as needed.
Manage and update administrative systems (Base HRM, Base Assets,...)

Sales & Accounting Support

Reviewing service contracts and verifying service activation for clients.
Follow up on invoices, payments, and related sales documentation.
Support accounting tasks, including preparing documents for the accounting firm, bookkeeping, and payroll coordination.

HR & Company Events

Support the HR team in organizing company events
Collaborate cross-functionally to ensure smooth execution of company projects and operations.

Key benefits:

You will develop your organization, negotiation skills
You are a very important person to help ITviec grow like a rocket
You will work in a funny - friendly working environment with supportful co-workers.
Straight talk - we say what we think and do what we say
Laptop provided
Great working hours: 8:30 AM to 5:00 PM, from Monday to Friday (1 day remote working per week)
Tet bonus, salary increase every 6 months, great day off policy, gifts, parties and many other benefits that we love to share with you in person.
Attractive day-off and great benefits for old-timer