* Work location: Vung Ang Economic Zone, Ha Tinh Province, Vietnam
* Job type: for Construction, then can be considered for working in 25 years O&M period
* Employee type: local Vietnamese
POSITION SUMMARY
The Administrative Assistant supports the GA & Contract Team in ensuring smooth office operations and providing essential services to employees, contractors, and visitors. The role covers administrative tasks, logistics coordination, office general support, and daily operation management. This position plays a critical part in maintaining a professional, efficient, and compliant working environment of Construction Office.
KEY RESPONSIBILITIES
Administrative & Office Support
• Assist with meeting arrangements, room bookings, equipment setup, and hospitality for internal/external guests.
• Manage office supplies, stationery, and consumables; forecast needs and maintain inventory.
• Support announcements, notices, and communication materials in line with corporate branding standards.
• Prepare documents as assigned.
Coordination & Communication
• Act as a liaison between internal departments, contractors, and service vendors.
• Monitor inquiries and requests received via email or communication channels and distribute information promptly.
• Maintain updated vendor lists, service contacts, and contract- related documents for reference and audits.
Facility & Service Management Support
• Manage asset, uniform distribution, tracking, and storage based on approved issuance lists and procedures.
• Coordinate administrative support for canteen services, housing, transportation, office assets, IT basic coordination...
Event & Logistics Support
• Prepare materials, attendance lists, refreshments, signage, and coordinate logistics with suppliers.
• Assist in planning and organizing internal event if any.
Office General Support
• Ensure the office environment is clean, safe, functional, and compliant with VAPCO SOP.
• Manage visitor access, temporary badges, escort arrangements, and adherence to security procedures.
• Maintain office layout, seating plans, shared assets, and equipment usage records.
• Monitor office infrastructure (AC, lighting, printers, pantry equipment, furniture) and raise maintenance requests as needed.
Daily Operation Support
• Coordinate company vehicle bookings, shuttle bus schedules, drivers’ allocation, and maintain proper documentation.
• Support housing activities: room allocation, renewal of accommodation lists, defect resolution, and compliance checks.
• Perform daily readiness checklists for meeting rooms, pantry, stationery, and workplace organization.
• Monitor canteen menu updates, feedback, and service satisfaction.
• Track operational requests and ensure timely resolution in accordance with service standards.
Payment & Financial Administrative Support
• Monitor recurring monthly service charges (e.g., shuttle bus, canteen services, office cleaning contracts) and prepare payment schedules for timely processing.
• Track payment request status and notify vendors of expected timelines or missing documents.
• Prepare, consolidate, and submit payment request documents for approved services (canteen, office supplies, transportation, uniforms, etc.) in accordance with internal procedures.
* VAPCO is a fair Employer. We do not require any recruitment fees from the candidate and do not collect applications from broker individuals or organizations who charge commissions/ fees from applicants. We thank you all candidates, but only the shortlisted will be contacted for interviews.
* Candidates are encouraged to visit our website to understand about us.
