Operations Admin Officer

Job Description

1. Monthly financial & procurement administration

• Collect monthly office expense invoices and raise Purchase Orders (POs) in the system.
• Prepare the monthly accounts payable schedule, follow up on outstanding payables and ensure timely settlement.
• Maintain records of expenses and ensure compliance with internal policies and budget controls.

2. Office operations & facilities support

• Coordinate incoming/outgoing document dispatch for all departments.
• Manage office supplies and stationery, ensure cost efficiency and appropriate stock levels.
• Work together with the security and cleaner to safeguard company assets and maintain a clean, safe, functional office environment and shared venue.

3. Events coordination

• Support customers visits to TĐX venue, coordinate with the Head Quarter to ensure seamless logistics.
• Partner with Head Quarter to support internal activities such as: annual health check-ups, transportation arrangements, team building).
• Assist with the logistics, set-up, event follow for customers events.

4. Process improvement & project support

• Assist with ad-hoc projects and operational activities as assigned by the Head Quarter.
• Identify opportunities to streamline processes, improve administrative systems and enhance operational efficiency.
• Maintain updated records, prepare status reports and support cross-departmental coordination.

5. Stakeholder engagement & general support

• Act as a liaison point between local branch, Head Quarter, other departments and external vendors/suppliers.
• Provide excellent service orientation in all interactions, ensuring a positive experience for internal teams, clients and visitors.
• Carry out other administrative duties as required (meeting support, business booking)

Job Requirement

• Degree in front desk, hospitality or a related field.
• 1-2 years of experience in administrative, operations or service officer role.
• Demonstrated ability to manage multiple tasks, priority effectively, and work in a fast-paced environment.
• Strong organization skills, attention to detail, and initiative.
• Excellent communication and interpersonal skills, comfortable liaising with stakeholders at various levels (internal and external)
• Proficient in Microsoft Office, experience with procurement/purchase systems is an advantage.
• Service-minded attitude, agile, resourceful and flexible.
• Good problem-solving ability and willingness to take ownership.
• Fluency in English and Vietnamese; additional languages a plus.