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Office Administration

3 weeks ago

Ho Chi Minh City, Vietnam OPSWAT Full time

OPSWAT is a global cyber security company providing solutions for enterprises since 2002 to identify, detect, and remediate advanced security threats from data and devices coming into and out their networks. Trusted by over 1,000 organizations worldwide and with over 30 anti-malware engines, 100+ data sanitization engines and more than 25 technology integration partners, OPSWAT is a pioneer and leader in data sanitization, vulnerability detection, multi-scanning, device compliance, and cloud access control.

OPSWAT. Protecting the World's Critical Infrastructure

**The Position**

This position is considered the additional right hand to the Office Manager in order to help share the workload related to daily work to ensure the smooth operation of the whole office at OPSWAT Viet Nam. This position is a good start for those who follow the career path of a professional administrator in the future. Working at OPSWAT as an office administration intern, you will have a beneficial chance to have an exposure to an international working environment as well as polish your CV for your future job opportunities.

**What You Will Be Doing**:

- Administrative Support:_
- Ensure daily office operations run smoothly including executing routine tasks, facilities management, vendor coordination, miscellaneous day-to-day support, small office fixings, and maintenance.
- Provide administrative support to staff with 400 headcounts, including address inquiries related to facilities, office supplies, parking, building policies, travels, etc., based on existing guidelines.
- Assisting in the employee on/off-boarding process (e.g., parking registration, welcome kit, office card, birthday/holiday gifts, etc.).
- Handle incoming and outgoing correspondence, letters, contracts, etc. and maintain accurate records and files, both electronic and physical. Organize and maintain the office filing system to ensure easy retrieval of documents.
- Develop inventory tracking system to ensure office supplies are maintained stable, follow up with inventory quantity and reorder as needed.
- Assist in the preparation of reports, presentations, and documents as required.
- Collaborating with stakeholders (e.g., IT, HR, Finance) on ad-hoc tasks related to daily office operations.
- Propose innovative admin solutions for a best-in-class work environment to support company growth.
- Office Budget Management_
- Assist in managing office budgets, expenses, and financial records.
- Process invoices, expense reports, and reimbursements in a timely manner.
- Coordinate with the finance department for payment and other financial transactions.
- Coordinate with Finance team and Trade Union in creating purchase orders for related vendors and ensure contracts are properly executed and administered.
- Identify opportunities for process improvement and cost optimization within the organization.
- Event Executive:_
- Plan and execute company-wide events from end to end, fostering a vibrant office culture, such as food programs, happy hours, monthly birthdays, and occasional events (e.g., Christmas, Mid-autumn celebration, etc.).
- Coordinate logístical arrangements, including venue selection, catering, transportation, audiovisual equipment, accommodation and manage event registration processes, attendee lists.
- Develop and manage event budgets, including cost estimation, budget allocation, and expense tracking.
- Liaise and negotiate with vendors/suppliers to secure competitive pricing, maximize cost savings, and ensure services meet quality standards.
- Analyze event data, metrics, and feedback to identify areas for improvement and best practices.

**What We Need from You**:

- Proficiency in Microsoft Office Suite.
- Communication and interpersonal skills.
- Organizational and multitasking abilities
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- Analytical skills - Identify trends and make informed decisions.

**It Would Be Nice If You Had**:

- English major or bachelor's degree in related field of this job
- IELTS certificate is a plus
- Ambitious to become an official part of OPSWAT in the future

OPSWAT is an equal opportunity employer. We celebrate diversity and are committed to providing an environment where equal employment opportunities are extended to all employees and applicants, free of discrimination and harassment of any type. All employment decisions are based on individual qualifications, job requirements, and business needs without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other category protected by federal, state, or local laws.