JOB DESCRIPTION
Position: Administration and Operations Specialist
Type of employment: Full-time
Working hours: Monday - Friday, 8:30 AM - 5:30 PM
Working Address: Floor 19th, Bitexco Financial Tower, 02 Hai Trieu, Saigon Ward, HCMC
Reporting line: Head of Operations and Administration
KEY RESPONSIBILITIES
1. Administrative & Office Operations
- Oversee office management including facilities, supplies, vendor relationships & office calendars.
- Implement and refine administrative processes (i.e. ERP system) to support the team’s efficiency.
- Handle permits, contracts, and ensure compliance with local regulations.
- Support Operations Senior Manager in managing operational budgets, payments, and optimizing costs without compromising quality.
- Contribute to building and refining scalable operational processes.
- Identify inefficiencies and propose innovative solutions to support company growth.
2. Program/Project/Event Operations Management
- Assist in planning, organizing, and executing assigned programs/projects/evens, ensuring seamless logistics.
- Monitor expenses, and ensure cost-effective solutions.
- Collaborate with vendors, venues, and other stakeholders to deliver high-quality events.
- Coordinate event timelines, resources, and team roles to achieve goals.
POSITION REQUIREMENTS
- Bachelor’s degree in Business Administration, Management, Finance, or a related field
- Additional certifications in operations, project management, or administration are an advantage
- Minimum 2–4 years of relevant experience in: Office administration, Operations coordination, Program/event operations
- Experience in an international organization, education sector, or professional services environment is preferred
CORE COMPETENCIES
1. Operations & Administrative Capability
- Strong ability to manage office operations, including facilities, vendors, and supplies
- Experience in process improvement and implementation (e.g., ERP or workflow systems)
- Ability to handle contracts, permits, and compliance requirements
2. Financial & Cost Awareness
- Basic understanding of budget tracking, payments, and cost control
- Ability to monitor expenses and optimize operational costs without compromising quality
3. Project & Event Coordination
- Experience supporting programs, projects, or event logistics
- Ability to coordinate Vendors and venues, Timelines and resources, Internal team responsibilities
4. Problem-Solving & Process Improvement
- Ability to identify inefficiencies and propose practical solutions
- Proactive mindset toward building scalable and efficient processes
5. Communication & Coordination
- Strong interpersonal skills and ability to work across teams
- Ability to collaborate with internal stakeholders, External vendors and partners
- Fluent Vietnamese and professional working proficiency in English
- Proficiency in: Microsoft Office (Excel, Word, PowerPoint)
- Familiarity with ERP systems or digital tools is a plus
PERSONAL ATTRIBUTES
- Highly organized and detail-oriented
- Strong sense of ownership and accountability
- Ability to multitask and work under pressure
- Proactive, solution-oriented, and adaptable
- High level of professionalism and reliability
PREFERRED (Value-Add)
- Experience in event-heavy environments or executive education programs
- Exposure to compliance or regulatory processes
- Experience working in a lean, fast-growing organization