Operation Specialist (Chinese Speaking)

Position Overview: To ensure smooth daily operations of the Ho Chi Minh City office, including facilities, IT assets and company events, and to support periodic corporate licensing procedures (ERC/IRC) and expatriate permits in coordination with the Vietnam CEO and the parent company’s Finance and Legal functions.

Key Responsibilities:

1. Office & Facility Operations (HCMC Office)

• Oversee the operation of the Ho Chi Minh City office and company apartments in Ho Chi Minh City, including leases, rent, utilities, parking, cleaning and maintenance.
• Coordinate with suppliers and service providers for repair and maintenance, and follow up to ensure timely resolution.
• Coordinate business travel for Ho Chi Minh City office employees, including air tickets, hotels and transportation.
• Manage office supplies, client gifts and documents stored at the Ho Chi Minh City office warehouse; conduct inventory checks when required.
• Manage shared office equipment such as printers, photocopiers and meeting room devices.
• Organize company events and team-building activities, coordinating with relevant departments and service providers.

2. IT Asset Management

• Maintain the IT asset register for laptops and related devices, including serial numbers, users and handover records.
• Prepare and allocate laptops for new employees, and retrieve equipment from resigning employees.
• Coordinate with IT and vendors on repair, replacement and periodic asset checks.

3. Corporate, Expatriate Licensing and Management Coordination

• Keep original corporate legal documents and company seals, and track license-related deadlines.
• Manage work permits, visas and temporary residence cards for foreign employees, and coordinate with Finance on their personal income tax documents.
• Coordinate with the parent company’s Finance and Legal functions on document preparation, notarization, legalization and translation for licensing matters.
• Support the Vietnam CEO in following up operational action items and document requests.

Qualification and Requirement:

• Bachelor’s degree in Business Administration, Economics, Law, Foreign Trade or a related field.
• At least 2 years of experience in Administration or Operations, preferably in an FDI company.
• Basic knowledge of ERC/IRC, work permit or visa procedures is an advantage; training and guidance will be provided.
• Good Chinese communication, able to work directly with the parent company’s functions (required).
• Good English is an advantage.
• Strong organizational and follow-up skills; able to handle multiple tasks with accuracy.
• Good communication and problem-solving skills; able to work with management, the parent company, authorities and suppliers.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).