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.ResponsibilitiesFinance & Accounting CoordinationAct as the daily liaison between the local outsourced accounting firm and the HQ Finance ManagerHandle daily invoices, expense receipts, and other financial documents; ensure accurate and timely processing and record-keepingSpare Parts ManagementManage the subsidiary's spare parts inventory, including stock records, issuance, replenishment planning, and periodic reconciliationImport / Export & Customs ClearanceCoordinate customs clearance for product imports into VietnamApply for, renew, and manage import/export licenses and permits for products and spare partsWork with customs brokers and freight forwarders to ensure compliant, on-time shipmentsOffice AdministrationOversee daily office operations: supplies, facilities, office contracts, and vendor managementMaintain office policies and ensure a smooth, well-organized working environmentHR SupportAssist with local HR matters, including monthly payroll processing and HQ HR matters supportManage employee attendance and leave recordsSupport employee onboarding and offboarding procedures (employment contracts, handover, documentation)Contract SupportSupport the preparation, review, and follow-up of product contract details, including terms, pricing, and related documentationMarketing & Event SupportCoordinate local trade fairs/exhibitions and marketing activitiesArrange logistics and reception for visiting business teams and clientsQualificationsBachelor's degree or above3+ years of working experience in administration, finance, or HR management; experience in a foreign-invested or multinational company is a strong plusWorking proficiency in English (both written and spoken) as the working language; native Vietnamese; Mandarin Chinese is a plusStrong coordination, communication, and problem-solving skills; comfortable working with HQ teams and external partnersDetail-oriented, well-organized, and able to manage multiple tasks in a fast-paced environmentBasic knowledge of Vietnamese customs, import/export regulations, and accounting practices is preferredProficient in Microsoft Office (Excel, Word, PowerPoint);