Administrative Officer

Project Documentation Control, Arrangement, Record:
• Support audit and compliance requirements by keeping detailed and organized documentation records.
• Double- check, manage, organize, and maintain all project- related documents, including: RFQs, Contractor documents, proposals, quotations, and technical submissions (which are submitted by Contractor and FM PIC).
• Track document approvals, updates, and distribution to relevant team members and external stakeholders.
• Assist in preparing documentation packages for RFQ/tendering, contractor coordination, and internal reviews.
• Maintain accurate records of project progress, documentation status, and departmental files.
• Ensure proper filing, version control, and accessibility of documents in both physical and digital formats.
Payment Submission Handling and Fund Control Support:
• Verify supporting documents including but not limited to: invoices, quotations, and approvals before submission, etc.
• Provide periodic updates to the FM team on payment and budget status and any potential variances.
• Prepare and compile payment- related documents for submission, ensuring accuracy and compliance with internal finance procedures.
• Track payment progress, maintain a payment log, and follow up with the finance department and contractors when necessary.
• Maintain and update fund control spreadsheets, including expenditure records and budget balances.
• Assist in monitoring project payment and fund control.
General Administrative Support
• Provide day- to- day administrative support to the FM team, including scheduling, correspondence, and document preparation.
• Support team operations to ensure smooth workflow and timely completion of tasks (accommodation, transportation, express arrangement, claim request, translation, interpretation, etc.)

• Detail- minded, organized, and able to handle confidential information discreetly.
• Proficient in MS Office, especially Excel and Word.
• Diploma or above in Business Administration, Business Management, or related field.
• Strong documentation, coordination, and organizational skills.
• Good communication skills with contractors, vendors, and internal departments and attention to detail in Vietnamese- English.
• Ability to read and understand project documents (e.g., RFQ, BOQ, Settlement) in Vietnamese- English.
• 2–3 years of administrative experience, preferably in facilities management, construction, or project- based environments.
• English proficiency at a level equivalent to IELTS 5.5- 7 and HSK proficiency is an advantage.
• Able to prepare emails, reports, and documentation clearly and professionally in Vietnamese- English.
• Responsible, dependable, and able to work with a high level of integrity.
• Ability to handle multiple tasks and meet deadlines.

• Salary and position is reviewed 1 time a year
• Bonus by individual ability and company’s performance.
• Dynamic and sociable working environment.
• Having chances to get attractive company bonus every month/year
• Company trip once a year + Joining party
• Social insurance, health insurance, unemployment insurance and other benefits

Cập nhật gần nhất lúc: 2026-01-24 19:00:03