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Office Admin

4 months ago

Ho Chi Minh City, Vietnam Athena Studio Full time

**I. KEY JOB DUTIES**

**1. Office & Facilities Purchase**

**Coordinating the whole process of purchase orders and documents in accordance with company policy and procedures**
- Research vendors & suppliers: finding the most competitive suppliers / vendors for the suitable services. compare and evaluate offers from suppliers / vendors
- Negotiate & ensure contract terms of services description, pricing and other related terms
- Order tracking and quality assurance: time delivery, quality commitment, vendors/supplier competency and input order detail information into database system
- Maintain updated records of purchased products, delivery information and invoices
- Prepare reports on purchases, including cost analyses

**2. Office Administration**:
**Implement office administration tasks (repeated and ad-hoc)**
- Follow-up the budget of the office spending aligning to annual budget plan
- Follow up all monthly and weekly expenses / invoice with Finance team
- F&B & facilities supply for company events
- Review and update administrative policies, processes and & procedures
- Deliver office facilities to other teams as request
- Other duties as assigned

**Manage office facilities & working devices/equipments**
- Be in charge of the maintenance & fixing schedule of all facilities & working devices/equipments
- Align to fixed asset accountant to manage all facilities & devices/equipments

**3. Office and building operation**:

- Manage the stock of merchandise & office facilities (stock in, out & deliverable tracking)
- Follow the maintenance & fixing schedule of all facilities
- Align to building management officer to handle relevant issues
- Supervise vendor/suppliers while operating the fixing services
- Implement supervisory tasks to ensure the office and building operation: cleaning, security, parking...

**4. Raise and implement initiatives to create the great workplace**

**II. EDUCATIONAL REQUIREMENT / SKILLS / ATTRIBUTES**

**KNOWLEDGE**:

- Solid knowledge in office administration, supply chain management & procurement
- Proficiency in MS Office is must

**SKILL**:

- Risk management skill
- Time management skill is a must
- Negotiating skill to deal with all suppliers/vendors
- Excellent oral and written communication skills
- Good collaboration & problem solving skill

**ABILITY**:

- High sense of responsibility, enthusiasm, supportiveness and teamwork
- Transparency and trustworthy in the purchasing process
- High integrity and honesty
- Have a learning spirit and show off the humility
- Proactive & accountable
- Highly organized and ability to meet deadlines
- Attention to detail
- Have a service attitude

**III. WHY YOU’LL LOVE WORKING HERE**
- **Professional, creative working environment** and talented teams, equal-opportunities & **agile culture**:

- **Great facility to work.** You will have a **MacBook and extra high definition screens**:

- **Electrical standing desk** for most comfortable seat
- Annual leave 12 days / sick leave 2 days / remote work 12 days
- **Paternity Leave** policy offers **more than 10 days of Paid leave**, not including days-off.
- Remaining Annual leave will be transferred to the next working year
- **Premium health insurance** package for you and your relatives
- **Annual health check-up** at premium clinic
- Interesting workout activities**:gyM/Fitness, yoga, kick-boxing, football** after work
- **Annual bonus** and **project bonus**:

- **Reward program** for engaged activities and volunteering
- Annual company trip & quarter team bonding activities
- Happy hours and awesome parties
- Development opportunity**:sponsorship for training courses**:

- With regular discussions, you will have a lot of opportunities to learn from experts in their fields
- **International opportunity** to expose and grow
- At least one abroad travels every year. We often send our elites to international conferences like GDC, WWDC, Google I/O... to update the latest technology
- **Additional allowance & gifts** for birthdays, giving-birth, weddings, illness, Mid-Autumn Festival, Lunar New Year, 1/1, 1/5, 1/6
- Pantry booster with food & beverages, **game station & entertainment**: PS4,...

**IV. FURTHER INFORMATION**
- Working hour: from Monday to Friday (8:30 -18:00)
- Address: Olympus Building, 40A Lam Son, Ward 2, Tan Binh district, Ho Chi Minh city.