We are looking for an Administrative & Operations Executive to support the day-to-day operations of the JOOLA Vietnam office. This is a hands-on, execution-focused role that covers office administration, documentation, basic warehouse inventory support, and light logistics coordination. You will be the go-to person for administrative follow-ups, document control, and operational coordination, helping the team run efficiently and execute quickly.
Key Responsibilities
1. Office & Administration
- Manage daily office administration including reception, office supplies, vendors, meeting rooms, and office upkeep
- Prepare meeting agendas and minutes, track action items, and follow up to completion
- Coordinate travel bookings, reimbursements, petty cash, and basic purchasing (PR/PO)
2. Documentation & Records
- Draft, format, file, and maintain operational documents such as contracts, quotations, delivery notes, GRNs, invoices, and packing lists
- Maintain well-organized shared folders with clear file naming, version control, and archiving
- Maintain basic checklists and SOPs to ensure documents are complete and easy to retrieve
3. Warehouse & Inventory (In-House)
- Support stock in/out records, bin location updates, and monthly cycle counts
- Reconcile physical inventory against system or Excel records and flag discrepancies
- Prepare pick and pack lists for events, demos, and partners
- Track returned or defective items
4. Logistics Coordination
- Liaise with local couriers or forwarders for domestic shipments
- Prepare basic shipping documents and handover materials
- Track deliveries and follow up on simple exceptions
5. Event Support
- Prepare administrative materials and inventory for demo days or tournaments
- Provide on-site support when required, including occasional weekends or overtime with prior notice
What we're looking for
- A reliable, detail-oriented individual who enjoys keeping things organized and following tasks through to completion
- Someone who is comfortable handling multiple admin and operational tasks in a structured, systematic way
- A hands-on executor who is willing to learn across office administration, documentation, inventory, and basic logistics
- A team player who communicates clearly, follows instructions well, and raises issues early when something does not look right
- A positive, service-oriented mindset with a practical approach to problem solving
Preferred Experience
- 1-3 years of experience in administration, operations support, office management, or a similar role
- Experience supporting simple accounting activities such as petty cash handling, expense reimbursements, or basic invoice processing
- Familiarity with e-invoicing portals, ERP systems, or inventory management tools (formal training not required)
- Basic exposure to warehouse or in-house inventory tracking and local delivery coordination
- Comfortable using Google Workspace or Microsoft Office, especially Excel or Google Sheets
- Interest in sports, pickleball, or event operations, with willingness to support occasional on-site activities
- Experience working in a small office, startup, or fast-moving environment is a plus
Why Join Us
- Gain hands-on exposure to real business operations in a growing international sports brand
- Learn across multiple areas including administration, inventory, logistics, and event support
- Work in a lean team where your contributions are visible and meaningful
- Build a strong foundation in operations and office management with opportunities to grow over time
- Be part of an energetic environment connected to sports, community, and events
