Admin Staff

The Office Administrator is responsible for managing daily office administration and documentation. Key duties include overseeing purchasing records and payment processing, organizing schedules, and ensuring all administrative workflows remain accurate and strictly on time.

1/ Accounting and finance support

• Collect, check and file invoices (VAT e-invoices), receipts and payment documents; send them to the accounting firm on schedule
• Prepare payment requests for suppliers and track due dates and deposits
• Track customer billing (e.g. CAC projects) and follow up on outstanding payments with the GA
• Record petty cash and staff expense claims

2/ Purchasing and supplier support

• Request and compare quotations from at least 3 suppliers when asked, and prepare comparison sheets
• Follow up delivery dates and quantities with suppliers, warehouses and transport companies
• Maintain the supplier list and price records

3/ Sales and marketing support

• Keep the customer and sales-pipeline sheet up to date and prepare weekly and monthly sales reports
• Support the Sales Executives in Da Nang and Hanoi with documents, samples and logistics
• Help prepare marketing materials, catalogues and social media posts (Zalo, Facebook)

4/ Office and HR administration

• Manage office supplies, equipment, utilities and office services
• Maintain company records, contracts and licences
• Arrange travel, accommodation and meetings for management and visiting teams from Thailand

5/ Events and projects

• Support event and display projects (e.g. trade fairs) with checklists, bookings, staff schedules and supplier follow-up
• Back up the GA with basic translation of documents and messages (Vietnamese and English)