Operations Administrator

JOB DESCRIPTION

As the Operations Administrator, you will play a pivotal role in managing and optimising the day-to-day operations of our office in Vietnam.
You will be responsible for a wide range of tasks, encompassing managing office operations to handling accounts receivable and payable. You will be the go-to person for maintaining a well-organised, vibrant and functional office environment. Your expertise in financial matters will be invaluable in managing our financial transactions, invoices, and payments. Key Responsibilities include:
General Office Management:
Oversee day-to-day office operations, ensuring a safe and comfortable working environment.
Act as the primary contact for Building Management, handling security access passes, postage, and courier services.
Coordinate with external vendors for services such as cleaning, security, and maintenance.
Manage office expenses, including supplies, equipment, and services, while identifying cost-saving opportunities
Support the team with ad-hoc administration activities
Accounts Payable and Receivable
Manage accounts payable processes, including vendor invoices, and expense reimbursements, and ensure timely payments.
Handle accounts receivable tasks, accurately invoice clients, and monitor collections.
Reconcile financial transactions and maintain precise records.
Ensure the accurate creation and timely submission of all customer invoices.
Continuously review accounts and finance processes, striving for improvements and efficiencies.
Provide comprehensive support for customer account inquiries
Bookkeeping
Maintain accurate and up-to-date financial records, including petty cash management and reconciliation.
Assist with month-end closing procedures and financial reporting activities.
Collaborate with the head office finance team to ensure alignment with company financial policies and procedures.
Perform invoice entry for both accounts receivables and payables.
Efficiently manage bank and credit card reconciliations, accounts receivables, and expense reconciliations.
Reconcile vendor costs and engage with bookkeepers for hardware, software, and cloud-related invoices.
Proactively contribute to month-end and beginning-of-month financial activities.
Assist in generating general accounting reports for the Executive team.
People & Culture
Assist with the onboarding and induction process for new employees
Support recruitment tasks and coordinate interviews
Organise company events, including social club activities, conferences, and annual functions
Arrange staff travel and accommodation as required
Assist with HR-related administration tasks
Executive Management Support
Adhoc administrative support to the Australian & UK Executive Management

JOB REQUIREMENT

Diploma or Degree in Finance/Accounting
Minimum 4 years experience in a similar role
High proficiency in written and verbal English
Previous experience with accounts receivable & payable tasks, and bookkeeping principles.
Strong numerical aptitude and knowledge of basic accounting principles.
Exceptional attention to detail and discretion in handling confidential information.
Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Familiarity with accounting software, such as XERO.
Excellent organizational and time management abilities.
Proactive and self-motivated with a positive attitude.
Skilled in multitasking and working independently within specified timeframes.
Effective relationship-building and collaboration in diverse teams.

WHAT'S ON OFFER

Attractive Salary Gross
An opportunity to join and build a new team in Vietnam
13th salary commitment
SHUI: full salary in Gross in the salary of employees
Working Hours (5 days in office per week): 9 am – 5: 30 pm
Annual Leave: 16 days (raising by 1 day for each consecutive year of service. Capping at 20 days)
Allowances:
Parking Allowance: USD 25 /month
Phone/Internet Allowance: USD 100/month
Lunch Allowance: USD 50/month

CONTACT

PEGASI – IT Recruitment Consultancy | Email: recruit@pegasi.com.vn | Tel: +84 28 3622 8666
We are PEGASI – IT Recruitment Consultancy in Vietnam. If you are looking for new opportunity for your career path, kindly visit our website www.pegasi.com.vn for your reference. Thank you!

Job Summary

Company Type:

Outsource

Technical Skills:

Admin

Location:

Ho Chi Minh - Australia

Working Policy:

Salary:

Negotiation

Job ID:

J01379

Status:

Close

Related Job:

HRGP Team Leader

Ha Noi - Viet Nam

Product

  • HR
  • Admin
  • Management
  • Non-tech

Developing and implementing recruitment strategies in line with business expansion plans. Leading recruitment efforts for important positions throughout different departments. Establishing HR policies, performance management systems, and KPI frameworks. Managing labor relations, contracts, compensation, and benefits. Supervising office operations, facilities, and administrative services. Handling the procurement of equipment, materials, and operational services. Negotiating with vendors and regulating procurement costs; creating transparent and efficient procurement procedures. Leading and developing the HR & admin staff.

Negotiation

View details

Finance & Administration Manager

Ho Chi Minh - Viet Nam

Product

  • Accounting
  • Admin

#Accounting, Tax & Financial Reporting (Quality & Accuracy Focused): (50% SOW) Lead monthly and annual closing in compliance with VAS with zero tolerance for errors. Prepare financial reports for Japan HQ, ensuring clear logic, variance analysis, and alignment with group governance standards. Review and validate all work output from the accounting staff (including tax filings: CIT, VAT, PIT) before submission to authorities or HQ. You are the final gatekeeper for accuracy. Serve as the primary representative for negotiations with banks, auditors, and tax authorities. Manage these relationships with a high level of professionalism and diplomacy to prevent conflicts and protect the company's reputation. Directly supervise and mentor the existing Accounting staff.#General Administration & Office Management: (40% SOW) Oversee the Administration team, ensuring smooth operations of both Ho Chi Minh and Hanoi offices. Facility Management: Manage office environment, lease agreements, and renovations to ensure a productive workspace. Ensure legal compliance in administrative matters and support the CEO in corporate governance tasks. Drive cost optimization initiatives across office operations. Asset & Cost Control: Oversee the procurement and management of IT/office assets. Monitor administrative expenses to optimize costs. Expat Support (if applicable): Manage visas, work permits, and residency cards for expatriate staff. Directly supervise and mentor the existing Admin staff.#Internal Control & Process Improvement: (10% SOW) Design and maintain internal control processes and approval workflows suitable for a subsidiary of a Japanese listed company. Identify operational bottlenecks in Accounting and Admin workflows and implement automation/digitalization (e.g., maximizing the use of current systems).

Negotiation

View details

HR Admin

Ho Chi Minh - Viet Nam

Product

  • HR
  • Admin
  • Non-tech

Negotiation

View details