Position Overview: To ensure smooth daily operations of the Ho Chi Minh City office, including facilities, IT assets and company events, and to support periodic corporate licensing procedures (ERC/IRC) and expatriate permits in coordination with the Vietnam CEO and the parent company's Finance and Legal functions.

Key Responsibilities:

Office & Facility Operations (HCMC Office)
Oversee the operation of the Ho Chi Minh City office and company apartments in Ho Chi Minh City, including leases, rent, utilities, parking, cleaning and maintenance.
Coordinate with suppliers and service providers for repair and maintenance, and follow up to ensure timely resolution.
Coordinate business travel for Ho Chi Minh City office employees, including air tickets, hotels and transportation.
Manage office supplies, client gifts and documents stored at the Ho Chi Minh City office warehouse; conduct inventory checks when required.
Manage shared office equipment such as printers, photocopiers and meeting room devices.
Organize company events and team-building activities, coordinating with relevant departments and service providers.
IT Asset Management
Maintain the IT asset register for laptops and related devices, including serial numbers, users and handover records.
Prepare and allocate laptops for new employees, and retrieve equipment from resigning employees.
Coordinate with IT and vendors on repair, replacement and periodic asset checks.
Corporate, Expatriate Licensing and Management Coordination
Keep original corporate legal documents and company seals, and track license-related deadlines.
Manage work permits, visas and temporary residence cards for foreign employees, and coordinate with Finance on their personal income tax documents.
Coordinate with the parent company's Finance and Legal functions on document preparation, notarization, legalization and translation for licensing matters.
Support the Vietnam CEO in following up operational action items and document requests.

Qualification and Requirement:

Bachelor's degree in Business Administration, Economics, Law, Foreign Trade or a related field.
At least 2 years of experience in Administration or Operations, preferably in an FDI company.
Basic knowledge of ERC/IRC, work permit or visa procedures is an advantage; training and guidance will be provided.
Good Chinese communication, able to work directly with the parent company's functions (required).
Good English is an advantage.
Strong organizational and follow-up skills; able to handle multiple tasks with accuracy.
Good communication and problem-solving skills; able to work with management, the parent company, authorities and suppliers.
Proficient in Microsoft Office (Word, Excel, PowerPoint).

Operation Specialist (Chinese Speaking)