I. Company Description
Huu Toan founded in 1982 is a leading generator Original Equipment Manufacturer based in Vietnam. We provide one stop-shop power solution in designing, manufacturing and servicing our power generation equipment. Huu Toan cultivates customer trust by manufacturing world standards products, providing fast services and delivering wow customers experience.We are growing and transforming our business toward next level, so we are looking for you to join and bring the new blood to make Huu Toan greater.
II. Role Description
This role is responsible for keeping the Head Office organized and running smoothly by overseeing administrative activities, document management, and coordination across departments. This role ensures that office operations, documentation, and business support tasks are handled efficiently, enabling the Sales, Tender, and Project teams to focus on customers, projects, and business development.
We are looking for someone who is proactive, energetic, highly organized, and comfortable taking ownership of day-to-day office and commercial support activities.
1. Sales & Project Administration
- Support the Sales team in preparing quotations, contracts, sales documentation, and project-related documents.
- Monitor the progress of customer orders, contracts, and related tasks, coordinating with internal departments to ensure commitments to customers are delivered on time.
- Maintain and update customer databases, sales records, and business reports accurately and systematically.
2. Tender & Document Control
- Prepare, manage, and maintain tender documents, company profiles, legal documentation, product certifications, and other related records.
- Review documents for completeness and accuracy before submission, approval, or issuance.
- Monitor approval workflows, contract execution, and document version control to ensure traceability and compliance with company standards.
- Proactively follow up with relevant stakeholders to ensure documentation and tender-related tasks are completed on schedule.
3. Office Administration
- Oversee office assets, equipment, stationery, and daily administrative resources to ensure smooth Head Office operations.
- Coordinate with service providers and administrative vendors to maintain an efficient and well-functioning office environment.
- Manage procurement requests, payment procedures, document filing, and administrative records in accordance with company policies.
- Supervise and coordinate the administrative support team to ensure consistent service quality and operational discipline.
4. Coordination & Team Support
- Coordinate with Sales, Tender, Project Management, Supply Chain, Finance, and other departments to ensure administrative and commercial processes are completed efficiently.
- Track cross-functional tasks, follow up on action items, and help maintain execution momentum across teams.
- Prepare reports and perform other duties assigned by management.
Working Locations
- BlueSky Tower 3, 1 Bach Dang Street, Tan Son Hoa Ward, Ho Chi Minh City (The office will relocate to Sala, District 2 in October 2026.)
III. Qualifications
- Bachelor's degree in Business Administration, Economics, Commerce, Administration, Accounting, or a related field.
- Minimum 3–5 years of experience in Sales Administration, Sales Support, Project Coordination, Office Administration, Executive Administration, or a similar role.
- Strong proficiency in Microsoft Office, particularly Excel, with excellent document management and data organization skills.
- Strong planning, progress-tracking, and cross-functional coordination abilities.
- Experience in leading or supervising an administrative team is preferred.
- Familiarity with AI productivity tools is an advantage.
Personal Attributes
- Proactive, energetic, and execution-oriented.
- Highly organized with strong attention to detail.
- Strong sense of ownership and accountability.
- Excellent coordination and communication skills.
- Trustworthy, dependable, and able to handle confidential information responsibly.
- Able to prioritize effectively and manage multiple deadlines in a fast-paced environment.
IV. Others
- Salary range: up to 16M Gross
- Probation: 2 months (100% salary)
- Working Hours: Monday to Friday, 8:00 AM – 5:00 PM (flexible working arrangements available)
- Annual Leave: 14 days
- Allowances: Phone, transportation, and lunch
- Health Insurance
- Professional and dynamic working environment
- Opportunities for learning and career development
V. Application: Send your CV to email [Confidential Information]
