ADMIN Executive

Hermesys is an international technology company focused on delivering reliable infrastructure solutions across multiple industries.

We are looking for a proactive, detail-oriented, and well-organized Admin Executive to join our Vietnam team. This role plays a key part in ensuring the efficient operation of our Vietnam office while working closely with our headquarters and regional teams.

As an Admin Executive, you will support a wide range of functions, including office administration, procurement, finance support, sales coordination, marketing assistance, and HR administration. This is a dynamic, multi-functional role, ideal for someone who enjoys coordinating across departments, managing multiple priorities, and contributing in a fast-paced international working environment.

Key Responsibilities

Office Administration

• Manage daily office operations to ensure an efficient and well-organized working environment.
• Coordinate office facilities, office supplies, fixed assets, courier services, visitor reception, and document management.
• Maintain company records, contracts, certificates, and administrative documentation.

Financial & Tax Support

• Assist in recording sales, purchases, bank transactions, and various expenses (office, travel, promotion, etc.).
• Organise and archive both electronic and paper financial vouchers, ensuring complete and compliant documentation.
• Support monthly financial reporting and coordinate with internal finance and external tax/finance vendors.

Sales & Procurement Operations Support

• Coordinate the end-to-end sales process, including quotations, order processing, delivery arrangements, invoicing, and payment follow-up.
• Support procurement requests/orders, supplier liaison, delivery tracking, and document verification.
• Facilitate cross team collaboration with Sales, Procurement, Logistics, and Finance to ensure smooth and compliant workflow.

Marketing Support

• Assist with social media content updates and maintenance of promotional materials.
• Support online and offline marketing events, including material preparation, external coordination, and on site assistance.

HR Support

• Manage attendance records and submit consolidated reports regularly.
• Prepare documentation and data for employee onboarding, offboarding, and other personnel changes.
• Assist the HR department with daily communication, document transfer, and information collection.

Cross functional & Ad hoc Support

• Maintain daily communication with headquarters and regional teams.
• Prepare reports and documents using Microsoft Office (Word, Excel, PowerPoint).
• Translate documents as needed (Vietnamese/English/Chinese) and accept short term domestic travel.

Yêu cầu ứng viên

• Bachelor's degree in Business Administration, Management, or a related field.
• 1–3 years of administrative, operations, office management, or coordinator experience. experience in MNC/FDI companies is a plus.
• Strong organizational and multitasking skills.
• Excellent communication and coordination abilities.
• Detail-oriented with strong follow-up and problem-solving skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Experience working with ERP, CRM, or procurement systems is an advantage.
• Able to work independently while collaborating effectively with regional teams.

Language Requirements

• Fluent in English (spoken, written, and reading).
• Chinese (Mandarin) proficiency in speaking, reading, and writing is preferred.

Quyền lợi được hưởng

• Competitive salary and benefits (to be discussed).
• Dynamic, multicultural, and supportive work environment.
• Opportunities for professional growth and cross functional exposure.
• Direct collaboration with regional and headquarters teams.