Admin & Planning Assistant Officer

2 weeks ago

Hanoi, Hanoi, Vietnam DEEP C Industrial Zones Full time

Job Summary:

Admin & Planning Assistant Officer - will support engineering team in administrative tasks and coordination of contracting and procurement.

Duties/Responsibilities:

Organize and schedule appointments.
Make minutes of meeting.
Update and maintain office policies and procedures.
Assist in the preparation of regularly scheduled reports and updates.
Develop and maintain a filing system.
Coordinate office activities and operations to secure efficiency and compliance to company policies.
Assist colleagues whenever necessary.
Track stocks of office supplies and place orders when necessary.
Obtain quotations.
Prepare contracts and purchase orders.
Compile full payment dossier for payment processing.
Make suggestions for the improvement of existing company processes.

Draft a variety of new customer contracts, including software licenses and network services using established templates, managing, and tracking status of agreements from draft to execution.

Prepare contract amendments, extensions, renewals, assignments, and additional orders for existing customers.
Review and revise Professional Services documents (SOWs, ESOWs, and Change Requests).
Prepare, review, amend and track processing of NDAs.

Ensure contracts are executed in accordance with company policies and procedures for completeness; facilitate contract signatures using Descartes' e-signature platform; and follow established close out procedures.

Collaborate with internal departments in connection with customer and partner contract matters including Legal counsel, Sales, Services and Finance.
Assist with development and updating of customer template agreements.

May be required to assist with the review and integration of customer and partner contracts related to acquisitions into existing filing systems and processes.

Participate in continuous improvement objectives for the department sharing key learnings/best practices; and
Other duties may be assigned.

Requirements/Abilities:

  • Strong interpersonal skills and a commitment to excellence in client service.
Detailed-oriented and have strong organizational and time management skills.
Track record of autonomy, ownership, and execution.
Strong written and verbal communication skills, along with proven analytical skills.
Ability to produce accurate and meticulous work.
Excellent time management skills and the ability to deliver to tight deadlines.

Proven ability to meet work accurately and effectively under tight deadlines managing multiple competing priorities in a high volume, fast paced environment.

High level of self-motivation, ability to work with mínimal supervision.
Independent worker who can work well within a cross-cultural team.
Knowledge of MS Office solutions (Word, Excel, PowerPoint).

Education and Experience:

  • Bachelor's degree in any discipline (a degree in English or Communications would be advantageous). Any equivalent combination of education and experience sufficient to perform the role may be considered.
Proficient in written and spoken English and Vietnamese.

At least 2 years of working experience as a Legal Secretary, and prior experience in a receptionist role or related frontline/client-facing role would be advantageous.

Excellent drafting skills and a demonstrated ability to analyze and understand contract terms.

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