Work Experience Associate (Full-time/Intern)

About us

discovermarket is the operating system of embedded insurance. Our AI-native microservices platform connects insurers with distribution partners through one-stop APIs, serving customers across Southeast Asia, Europe and Latin America — and our Ho Chi Minh City team is leading the journey.

The opportunity

You'll be the heartbeat of our Vietnam office — the person who keeps it running like it runs itself, and the first face everyone meets on the way in.

But this isn't only a Vietnam job. Alongside the HCMC office, you'll take on admin, coordination and document work for our entities in Singapore, Portugal, Switzerland and Brazil — the kind of cross-border exposure most office roles never get.

You'll report to the People Operations Executive in Singapore, and work side by side with our Chief Architect in Vietnam on everything happening on the ground.

What you'll do

Office, facilities and front of house

• Run the HCMC office day to day — supplies, pantry, meeting rooms, cleaning, security and general upkeep
• Be the first face at reception for guests, candidates and partners — and handle deliveries and everything in between
• Own the workspace and seating plan as the team grows
• Keep the office safe and compliant — health and safety, building rules and emergency procedures
• Be the person who spots what needs fixing and gets it fixed before anyone has to ask twice

Vendors, procurement and assets

• Manage the office lease and landlord relationship, plus utilities and building services
• Source and manage vendors — cleaning, pantry, maintenance, courier — and keep contracts and renewals on track
• Handle equipment and IT hardware procurement together with HR, Finance and IT
• Maintain an accurate asset inventory — laptops, devices and software licences

Finance and administrative support

• Consolidate invoices and documents when the Finance team needs it — collecting, checking and chasing what's missing
• Track office budget and spend, and flag where costs can be better managed
• Keep company documents, business licences and ISO-related records organised and audit-ready
• Handle day-to-day Vietnam admin — local filings, government submissions and office paperwork

Group admin support - beyond Vietnam

• Take on admin and coordination work for our Singapore, Portugal, Switzerland and Brazil entities, not just the HCMC office
• Support cross-entity paperwork — signatures, company chops, certified copies, notarisation and courier between offices
• Keep group registers, trackers and shared drives accurate, tidy and up to date
• Host colleagues visiting from our other offices, and act as their local liaison

Workplace experience and events

• Make the office somewhere people want to be — the small details that shape how the day feels
• Organise team events and celebrations — Tet, year-end, team building, birthdays and work anniversaries
• Run office announcements and internal comms so everyone knows what's happening and when
• Set up meetings and workshops — rooms, catering, equipment and logistics
• Gather feedback on the workplace and turn it into practical improvements

People and HR Support - when the team needs it

• Support on- and offboarding logistics — handover of equipment, assets, welcome kits and access cards
• Help the HR team with interview scheduling, candidate hosting and document collection
• Assist with personnel records, filing and HR administration during busy periods
• Pick up ad hoc people projects across the group

What makes you stand out

We're not hiring a seasoned office manager. We're hiring the drive, curiosity and follow-through that will grow into one — fresh graduates and interns included.

Experience

• Bachelor's degree in Business Administration or a related field
• 0–2 years in office administration, facilities or operations — fresh graduates and interns are welcome, strong internships count
• Exposure to vendors, procurement or budget tracking is highly valued
• Supporting teams or entities in more than one country is a plus
• Startup, tech or international company experience is a strong plus
• Any HR or people-ops exposure is a nice to have, not a must

Skills

• Good written and spoken English — you'll work with colleagues across the group
• Native or fluent Vietnamese
• Familiar with local admin practicalities — company chop, licences and government paperwork
• Strong organisation and attention to detail, able to juggle many priorities
• Curious about AI tools — we use them daily

Mindset

• People-first, with genuine care for how colleagues are doing
• Trustworthy and discreet with confidential information
• Proactive, resourceful, and fine without a playbook
• Comfortable with ambiguity, wearing several hats, and energised by building rather than maintaining
• Hungry to learn and quick to take feedback

How to apply

Send your CV — email your CV and a short note on why this role to [Confidential Information]