Overview
Office Administrator Jobs in Hanoi, Hanoi, Vietnam at Neusoft Medical
Title: Office Administrator
Company: Neusoft Medical
Location: Hanoi, Hanoi, Vietnam
We are looking for a proactive, detail-oriented Office & Administration Specialist to join our Vietnam subsidiary and serve as the key operational link between the local office and headquarters.
You will be responsible for the day-to-day administrative, financial, HR and operational support of our Vietnam subsidiary — including finance document handling, spare parts management, import/export and customs clearance, office administration, contract follow-up, and local marketing/event support. This role requires strong coordination skills and the ability to work seamlessly across local vendors, external partners, and our headquarters team.
Responsibilities
Finance & Accounting Coordination
- Act as the daily liaison between the local outsourced accounting firm and the HQ Finance Manager
- Handle daily invoices, expense receipts, and other financial documents; ensure accurate and timely processing and record-keeping
Spare Parts Management
- Manage the subsidiary’s spare parts inventory, including stock records, issuance, replenishment planning, and periodic reconciliation
Import / Export & Customs Clearance
- Coordinate customs clearance for product imports into Vietnam
- Apply for, renew, and manage import/export licenses and permits for products and spare parts
- Work with customs brokers and freight forwarders to ensure compliant, on-time shipments
Office Administration
- Oversee daily office operations: supplies, facilities, office contracts, and vendor management
- Maintain office policies and ensure a smooth, well-organized working environment
HR Support
- Assist with local HR matters, including monthly payroll processing and HQ HR matters support
- Manage employee attendance and leave records
- Support employee onboarding and offboarding procedures (employment contracts, handover, documentation)
Contract Support
- Support the preparation, review, and follow-up of product contract details, including terms, pricing, and related documentation
Marketing & Event Support
- Coordinate local trade fairs/exhibitions and marketing activities
- Arrange logistics and reception for visiting business teams and clients
Qualifications
- Bachelor’s degree or above
- 3+ years of working experience in administration, finance, or HR management; experience in a foreign-invested or multinational company is a strong plus
- Working proficiency in English (both written and spoken) as the working language; native Vietnamese; Mandarin Chinese is a plus
- Strong coordination, communication, and problem-solving skills; comfortable working with HQ teams and external partners
- Detail-oriented, well-organized, and able to manage multiple tasks in a fast-paced environment
- Basic knowledge of Vietnamese customs, import/export regulations, and accounting practices is preferred
- Proficient in Microsoft Office (Excel, Word, PowerPoint);
