Tuyển dụng General Affairs Executive

Overall purpose of the job: In charge of transportation and vehicle services, supplier payment documents, expense closing tasks, company stamp management at Long Binh, internal events/activities support and other GA tasks as assigned.

1. Manage employee shuttle bus service and related expenses for Hanoi office; monitor contracts, monthly expenses and coordinate with suppliers when issues arise.

Ensure the shuttle bus service operates stably within the contract scope, related costs are controlled and any issues are reported/handled in a timely manner.

2. Manage maintenance, repair, inspection and insurance of Company vehicles at Direct Shop, HMC, Hanoi and Long Binh

Ensure Company vehicles at assigned locations remain usable, safe, legally documented and not overdue for key maintenance, inspection or insurance milestones.

3. Manage Company transportation needs, including Grab taxi, Mai Linh taxi, gasoline cards and Company vehicle change requests based on actual needs.

Ensure transportation needs are properly reviewed, used for business purposes, comply with Company rules and avoid unnecessary transportation costs

4. Record driver attendance under the new working arrangement, check fixed-salary data and coordinate timely payment.

Ensure driver working data is accurate, supported by reconciliation, discrepancies are clarified before payment and payment is not delayed due to missing information

5. Process and monitor periodic supplier payment documents related to transportation services, Company vehicles, taxis, gasoline cards and assigned GA expenses

Ensure payment documents are complete, accurate, assigned to the correct expense/department codes, consistent with supporting documents and routed properly until completion

6. Prepare monthly accrued expense and ending balance data; coordinate with Accounting to ensure accuracy and timely submission.

Ensure monthly GA expense closing data reflects actual incurred costs, is supported by proper reconciliation with related records and is submitted on time for accounting recognition

7. Manage the Company stamp at Long Binh in accordance with internal rules; ensure proper custody, usage and accurate recording

Ensure the Company stamp is safeguarded, used only for valid purposes, properly recorded and any unusual cases are reported immediately to prevent compliance risks.

8. Support Company internal events and activities, including logistics preparation, coordination with departments/suppliers and on-site support

Ensure assigned parts of internal events/activities are prepared on schedule, smoothly coordinated with relevant parties and supported with issue handling so the program runs smoothly.

9. Support develop and implement operating processes, cost management and quality management to ensure GA services are carried out effectively, transparently and in accordance with required standards

Ensure assigned GA processes/services are regularly monitored, supported by data for quality and cost review, and improvement points are proposed promptly when inefficiencies are identified.

10. Other tasks assigned by Company.

Ensure additional assigned tasks are clearly understood, completed on time, progress/results are reported when required and Company instructions are followed.

CRITERIA FOR RECRUITMENT

• 1. Systems and office tools
• Able to use Power Egg, SAP, Microsoft Word, Excel, Power Query and data analysis tools.
• 2. Payment document handling
• Able to handle and check a high monthly volume of payment documents, including invoices, supplier information, amount, VAT, department code, accounting account code, supporting documents and expense allocation to departments
• 3. Accuracy and responsibility
• Careful, responsible and able to identify discrepancies among payment documents, invoices, breakdown lists, contracts and expense tracking files.
• 4. Coordination and follow-up
• Able to monitor payment progress, manage multiple suppliers and coordinate with Accounting, Purchasing, suppliers and related departments to complete documents on time
• 5. Communication and teamwork
• Good communication, teamwork and work progress management skills.
• 6. Language
• Able to use English at work; Japanese language ability is an advantage.

Other information

• Working place: Road No.2, Long Binh Techno park, Long Binh Ward, Dong Nai City, Vietnam
• Working time: 7:30 – 17:30, from Monday to Friday

Benefits

• Salary Review and Bonus
• PVI Healthcare Package
• Company events: Family Day, Company Trip, Year-End Party, Sales Achievement Party
• Flexible working hours; Vehicle purchase with discounts
• Subsidy for learning driving licenses and foreign language classes