About The Role
As a Procurement and Facilities Associate, you will be responsible for ensuring the proper flow for all activities related to the day-to-day operations of our office while acting as the primary point of contact for employees, visitors, vendors, and relocating expatriates.
Your responsibilities will span a comprehensive and dynamic scope, including procurement management, facilities operations, asset coordination, and end-to-end global mobility support. This role offers a unique opportunity to directly impact our organizational efficiency, compliance, and workplace culture.
Responsibilities
- Office Operations & Facilities Management:
- Coordinate daily office activities and operations to ensure efficiency, safety, and compliance with company policies.
- Manage front-of-house operations, including check-in/check-out procedures for employees, guests, and vendors.
- Oversee meeting room calendars and provide logistical support for onsite and offsite company events.
- Serve as the main liaison for building management regarding maintenance, utilities, mailing, equipment, and office errands.
- Coordinate office layouts, seating plans, and desk setups for new hires, driving continuous improvement projects to enhance the overall workplace experience.
- Responsible for managing the office food corner: track inventory levels, place new orders, ensure the station is fully stocked for employees, and manage expenses to align with budget limits.
- Procurement Support:
- Assist in contacting suppliers and handle the procurement of office supplies, equipment, and services while ensuring cost-efficiency.
- Process invoices and expenses, track receipts to ensure complete financial documentation.
- Update and prepare weekly payment files to facilitate accurate and timely bank processing.
- Assist in the preparation, filing, and tracking of vendor contracts and agreements.
- Administrative Support:
- Arrange corporate travel, itineraries, and accommodations for local and visiting team members.
- Handle highly sensitive corporate information and documentation with the utmost discretion.
- Assist with other special requests or projects as assigned.
- Global Mobility & Relocation Support:
- Act as the primary liaison with immigration vendors to initiate and track Work Permits, Business Visas, Temporary Residence Cards (TRC), and necessary renewals for expatriate employees.
- Coordinate end-to-end relocation logistics, including flights and temporary accommodation for incoming expats.
Requirements
- Minimum 2 YOE in Office Administration, Facilities Management, or relevant positions.
- Familiarity with procurement processes, vendor management, office facilities and maintenance.
- Understanding of Vietnamese immigration regulations, visa/work permit processes, and expat relocation management is a plus.
- Good English communication skills, both written and verbal.
- Strong organizational and prioritization skills, a high level of attention to detail, and a proactive, customer-service-oriented mindset.
Pay, Perks, And Such
- Competitive base salary plus monthly allowances.
- Private health insurance and full social insurance coverage.
- 15 days of vacation to start, with more days added after your probation period.
- Work from home options available after four months on the job.
- Clear paths to grow with training and support from day one.
- Work with a friendly international team in a fun office in the center of Ho Chi Minh City - a high-energy workplace where everyone is included and valued.
- Access to wellness programs and regular team outings.
- Normal working hours are 9:00 AM to 6:00 PM, Monday to Friday.
About Dialectica
Dialectica is an information services company that helps businesses access the knowledge they need to make informed decisions. Founded in 2015, the company has quickly grown to become a top 5 global leader and trusted partner for the world's leading investment firms, consultancies, and fortune 500 corporations. With 6 global offices in Europe, Asia, North and South America Dialectica serves over 1,000 clients across industries and geographies. The company specializes in delivering primary research services by connecting clients with industry experts and providing actionable insights. Through expert interviews, custom research, and market analysis, Dialectica empowers clients to evaluate opportunities, address challenges, and gain a competitive edge in their sectors. What sets Dialectica apart is its unwavering focus on quality, innovation, and exceptional client service. A team of over 1,500 professionals drives the company's success, embracing a culture of excellence, collaboration, and continuous growth. Dialectica's commitment to operational rigor and delivering consistent value has earned it recognition for 6 consecutive years as one of Europe's fastest-growing companies by the Financial Times.
Dialectica is an Equal Opportunity Employer. Dialectica does not discriminate on the basis of race, religion, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.
Not sure if you have it all Apply anyway! At Dialectica, we strive to create an inclusive work environment, and we welcome candidates with different experiences and backgrounds. 
