Office Administrator

What We Need

Oivan is looking for an ambitious Office Administrator with at least 3 years of experience to be a part of our highly growing Vietnam team. Based in Vietnam, youll support our 150+ headcount workforce across 5 countries. A strong dedication to teamwork and excellent cross-cultural communication skills are a must. This role is based 100% in our HCMC office, conveniently located in District 3. You will work side by side with our Vietnam office team and report to our Vietnam HR Manager.

What Youll Do

This role will report to the HR Manager. This is a senior position where we expect experienced candidates to have self-starter attitude and proactive approach to developing their work and our growing Oivan Vietnam office. 1. Department secretary tasks:

• Manage organization events like team lunch/dinner, team building, etc.
• Manage departments assets / equipment /facilities/ inventory
• Welcome new staff, arrange devices, email encryption accounts and others related issues for new joiners; do the exit checklist for offboarding people.
• Support purchasing process (contacting vendor, getting good quotation, raising work-on, receiving goods, and proceeding payment)
• Set up meetings/workshop
• Support invitation letter, accommodation/transportation/hotel booking
• Welcome and support guests (welcome, drinks, fruit, preparation, lunch, and dinner booking)
• Support travel arrangement (visa, insurance, transportation, hotel, and flight booking, advance and claim settlement)
• Follow up maintaining and fitting out process when needed
• Check workload and instruct cleaning service for office
• Update department organizational chart and prepare reports if required

2. HR & Finance support:

• Support HR with recruitment tasks
• Manage local HR/Admin calendar for newcomers according to the timeline
• Keep track of the leaves of team members and manage working hours/timesheet
• Handle onboarding/offboarding and maintaining local handbook
• Run a budget proposal for any plans with departments
• Follow up vendors for red invoice and update info in petty cash other additional tasks from function team

3. Ad-hoc tasks:

• Distribute documents/materials to associates if have
• Prepare and process payment-related documents department
• Handle other tasks assigned by Managers Support.

What You Have

• 3+ years of relevant experience, preferably in IT - software industry.
• Strong office management, detail-oriented, and organizational skills.
• Strong command of the English language (written and verbal communication skills)
• Proficiency with Microsoft Office; especially expert user of MS Excel and numerically inclined.
• Ability to handle sensitive and confidential matters with appropriate discretion.
• Ability to handle a fast-moving environment with many changes and uncertainty.

What We Offer

• Macbook Pro, screen protector, mouse, and headphones
• Premium insurance budget
• Company paid team lunch weekly outside
• Travel opportunity to Oivan international locations and client sites
• International team and work opportunities overseas.
• Unlimited premium snacks/healthy food, coffee, and drinks at the office
• Regular team social events
• Self-study time and company-sponsored opportunities for development (+2 hours per week)
• 15 days annual leave
• 10 days of paid paternity leave when have a baby.
• 15 sick leaves
• Annual health checkup and flu vaccine
• 13th Month Salary.

Who We Are

At Oivan we create and operate human-centric digital services for our clients worldwide. With offices in Finland, UAE, Thailand, Vietnam and Saudi Arabia our international team executes a diverse array of projects. Our company culture reflects our core values: Responsibility, Reliability, and Fellowship. The decisions we make today influence our tomorrow. We are sincere in our responsibility towards our employees, customers and the environment. Fellowship unites us as an international community of thinkers and doers. Throughout our hiring process, youll have access to a broad representation of the Oivan team in order to get to know us as we learn about you.