Office Administrator

Location: No.7, 7A street, An Phu An Khanh Urban, Binh Trung Ward, Ho Chi Minh City, Vietnam

Position: Full-Time

Shutta is a fast-growing digital marketing company that helps our clients succeed by using a data-driven, experimental approach. Our entire team operates on a principle of Hypothesis-Driven Design (HDD), which means we are constantly testing, learning, and improving. We believe in progress over perfection, asking great questions, and working together to find the best solutions. Our culture is built on agility, curiosity, and a shared desire to do impactful work.

We are looking for a bright, proactive, and incredibly organized individual to join us as our Office Administrator. This is a foundational role perfect for a recent graduate or someone with up to one year of experience who is eager to learn and grow.

You won't just be running the office; you will be the central nervous system of our 10-person team. Your mission will be to own our core administrative, financial, and HR processes, and more importantly, to constantly find ways to make them better. You will report directly to the CEO and work with everyone on the team, providing the stable, efficient backbone that allows our IT & digital marketing experts to do their best work.

This isn't a typical admin job. It's a launchpad. We are committed to mentoring you, and for the right person, this role offers a clear growth path within our company.

Key Responsibilities

Financial Administration (Core Focus)

• Cashflow Management: Maintain and update cashflow tracking, ensuring the CEO is regularly updated on the company's financial position.
• Invoicing & Billing: Manage the end-to-end invoicing process. This includes sending Proforma Invoices (PI), issuing VAT invoices, and proactively following up on invoice reminders.
• AR & AP: Prepare and track Accounts Receivable and Accounts Payable to ensure timely payments and collections.
• Tax & Compliance: Prepare and submit quarterly Personal Income Tax (PIT) reports and maintain organized records for general compliance.
• Contracts: Prepare, manage, and organize client and vendor contracts using our established templates.

HR & Team Operations

• Onboarding: Lead the onboarding process for new hires, handling contracts, equipment setup, and ensuring they have a smooth, welcoming first day.
• Payroll & Expenses: Manage the monthly payroll and expense reporting processes accurately, preparing clean data for our external accountants.

Office Management & Continuous Improvement

• Act as the central communication hub for office logistics and ensure a productive working environment for the team.
• Proactively question current admin and financial processes to identify bottlenecks and test iterative improvements.

What We're Looking For

• Experience: 0-1 year in an administrative, finance, or HR coordination role. Recent graduates with relevant internship experience in accounting or business administration are strongly encouraged to apply.
• High Coachability: You actively seek feedback and view mistakes as learning opportunities.
• Proactive Curiosity: You ask questions to understand the why and independently seek ways to improve tasks.
• Agile Mindset: You are adaptable and energized by a fast-paced environment where priorities shift.
• Core Skills: Excellent written and verbal English, exceptional organizational skills, and proficiency with Google Workspace (especially Sheets/Excel). Note: Familiarity with local PIT reporting and VAT invoicing is a bonus, but absolutely not required. We will happily provide full training for the right candidate who is eager to learn!

• You have an interest in technology, digital marketing, or the startup world.

Why Join Shutta

We believe that to do your best work, you need a supportive, balanced, and rewarding environment. Here is what you can expect when you join our team:

• Real Mentorship & Growth: You won't be stuck in a back-office silo. You'll work directly with the CEO and have a team dedicated to your development. We build a Personal Development Plan (PDP) with you every year, and because we prioritize promoting from within, success here naturally opens doors to bigger roles in finance, HR, or operations.
• Impactful Work: Your operational and financial oversight is the backbone of our team. Your ideas for improving our processes won't just be heard—they will be highly valued and implemented.
• Competitive Pay & Security: We value your contributions from day one, which is why you'll receive 100% of your salary during your probation period. We also provide full Social Insurance contributions based on your actual salary.
• A Healthy Work-Life Balance: Our standard hours are 9:00 AM to 5:00 PM, Monday through Thursday. On Fridays, we shift gears: you work 9:00 AM to 4:00 PM, with the afternoon (1:00 PM to 4:00 PM) as a dedicated Work-From-Home block.
• Generous Time Off: You'll get 15 days of annual leave and 7 sick leave days per year, plus all government public holidays to rest and recharge.
• Team Culture & Everyday Perks: Our office is always stocked with food and beverages to keep you fueled. We also love to celebrate our team with birthday gifts and a company-paid team lunch every single Friday!

If you are an ambitious, curious, and organized individual ready to launch your career in a dynamic and supportive environment, we would love to hear from you.