Office Admin Assistant (2 to 3-year exp.)
Ekino Vietnam

Full time
Hiring 1 people
Ho Chi Minh
Published 29/08/2022

Working Address

  • 184 Đ. Lê Đại Hành, Phường 15, Quận 11, Thành phố Hồ Chí Minh, VietnamView map

Job Description

Reporting to the HR Director and Chief Accountant, the position will play a key role in managing office operations, providing all administrative services and engaging the team activities.

1. Office administration services:

  • Purchase office supplies and stationery not limited to preparing payment request, advance request and clear advance request
  • Welcome visitors, receive incoming mails/calls and direct to the relevant department
  • Provide facilitation for new-hires entrance: working facilities, stationery, accounts, etc.
  • Coordinate the termination process of the employees
  • Leave management: check and record staff attendance in daily basis; advise the staff on the necessary procedure and verfied papers for sick leaves, claiming social allowance and so on.
  • Manage, implement and facilitate the extra healthcare package and annual health check program
  • Coordinate travel and lodging accommodation for staff and visitors
  • Coordinate the services of work permit, visa and resident cards for expatriates and foreign visitors.

2. Office management:

  • Manage and follow up office administration contracts
  • Handle petty cash and control office expenses
  • Supervise tea and cleaning ladies
  • Manage all keys of office and cabinets
  • Monitor, coordinate the repair and maintenance of office equipment & assets;
  • Liaise with the building management to maintain good office services: air conditioning, power, hygiene, safety, etc.
  • Coordinate the issuance and removal of access cards/ fingerprint registration to staff and visitors.
  • Administer the door access database
  • Coordinate and monitor the catering service for lunch
  • Ensure good condition of medicine chests in the office

3. Purchasing:

  • Conduct all purchasing duties according to approved purchase requests
  • Coordinate the whole process of purchase orders and documents in accordance with company policy and procedures
  • Find the most competitive suppliers for the best purchasing package in terms of quality, price, term, delivery, and services.
  • Manage the purchasing records.

4. Great-Place-To-Work activities:

  • Partner with Trade Union to organize Company’s events, employee activities, team-building, and Great-Place-To-Work activities.
  • Actively propose the management on changes/ solutions to improve the employee engagement and enhance the inspiring working environment.
  • Perform other ad-hoc tasks as assigned by the board of directors.

Desired Skills and Experience

  • Confidentiality commitment
  • Honest, with high transparency and integrity
  • High level of verbal and written English skills
  • Proficient computer skills (Word, Spreadsheet, and Presentation software)
  • Proactive, positive working attitude, good teamwork
  • Good organizational, prioritized and multi-tasking skills
  • Good communication and negotiation skills
  • Resourceful, careful, detail-oriented
  • Good sense of responsibility and customer-orientation mindset




Why ekino?

  • High-ownership working environment: You will take full responsibilities and control of your missions contributing to the team success
  • Continuous skill improvement with new technologies, challenging projects, on-the-job coaching, and training programs
  • Annual performance review: recognize your efforts and identify development/ improvement needs
  • Clear career path: define your career development with long-term vision
  • Be secured in your mind with employee’s care: private healthcare insurance package, medical check-up, support allowance...
  • Great-place-to-work activities (company trip, sport clubs...): enhance teamwork spirit and facilitate your work-life harmony
  • Opportunity to work in France upon project and mission requirements
Company Info
Ekino Vietnam
Ho Chi Minh
51-100 employees
Ho Chi Minh
51-100 employees
IT/ Software
IT/ Web
Information Technology & Services


ekino is a French company specialised in Conception, Design, Development and Maintenance of digital solutions: Digital Platforms, Websites, Mobile Applications. We build innovative solutions from the ground up with open technologies. Our solutions are integrated with legacy systems (e-commerce, billing, provisioning, leads, CRM,...) and help business and digital managers to meet their objectives. ekino in Vietnam Ekino Vietnam has been operating in Ho Chi Minh City since 2013. ekino is part of the Havas/ Vivendi Group. We work with other agencies in the network or directly with Asian and European clients. With relentless endeavors, since 2020, ekino has become a part of the new Havas CX network, a new global network bringing together over 1,200 specialists in digital transformation, eCommerce, customer experience design and customer acquisition and engagement from Havas’ global and local agencies. With around 200 employees, ekino Vietnam is one of the fastest growing agencies of Havas Group.

Working Address

184 Đ. Lê Đại Hành, Phường 15, Quận 11, Thành phố Hồ Chí Minh, VietnamView map