Admin - Executive Assistant (Engineering Industry Prefer)

We are seeking a highly motivated and versatile Office Admin to support our Australian branch remotely from Ho Chi Minh City, Vietnam. This role is ideal for an experienced professional capable of managing diverse responsibilities, including vendor sourcing and general office and accounting tasks.

This role requires an individual who is self-motivated, can meet deadlines, and communicates effectively with internal and external stakeholders

Key Responsibilities:

1.Virtual Assistance & General Office Administration:

- Serve as the primary point of contact between the executive and internal/external stakeholders.

- Maintain filing systems, records, and databases, ensuring data accuracy and accessibility.

- Maintain an organized digital filing system on the company server, ensuring all documents are accessible and well-structured.

- Facilitate clear and effective communication to ensure alignment with business objectives.

- Coordinate travel arrangements, including booking flights, accommodations, and transportation.

- Handle multiple administrative tasks virtually.

2.Vendor Sourcing and Supplier Management Support:

- Assist sourcing, evaluating, and maintaining relationships with local suppliers to meet operational needs.

- Assist translation, communication, negotiations, and ensure timely delivery and quality service.

3.Accounting & Invoicing:

- Process invoices, track expenses, and assist with basic accounting tasks. Ensure accurate records and compliance with company policies.

- Other ad-hoc accounting tasks

4.Timesheet Management:

- Provide weekly staff timesheets to the General Manager for payroll processing, ensuring data accuracy and compliance with company requirements.

5.Communication & Phone Manner:

- Maintain a professional and polite phone manner when dealing with suppliers, clients, and internal team members.

- Present strong verbal and written communication skills to effectively liaise with stakeholders and provide clear updates.

- Advanced English proficiency is a must

- Used to work in company which is in engineering fields.

- Experience with administrative tasks, travel arrangements, and translation

- Purchasing experience (contact supplier, sourcing, ask for quotations…)