Overview
Office Administrator Jobs in Ho Chi Minh City, Vietnam at Artemis Digital
Title: Office Administrator
Company: Artemis Digital
Location: Ho Chi Minh City, Vietnam
Company Description
Artemis Digital is an Australian boutique digital marketing agency that designs multi-platform strategies to increase engagement, leads, and conversions for its clients. The agency focuses on tailored digital marketing solutions that help businesses grow their online presence and performance. Team members collaborate closely with clients to understand their goals and deliver targeted, measurable results. Working at Artemis Digital offers exposure to a dynamic, results-driven environment and modern marketing practices across diverse industries.
Working location: 55 Ho Hao Hon, Dist 1, HCM
Role Overview:
The Office Administrator is a full-time, on-site role based in Ho Chi Minh City, Vietnam. This role is responsible for managing daily office operations, including handling correspondence, organizing files and records, and maintaining office supplies and equipment. The Office Administrator coordinates schedules, supports internal meetings, and assists with basic accounting or invoicing tasks as needed. The role includes greeting visitors, answering phone and email inquiries, and providing responsive customer service to clients and partners.
Key Responsibilities:
1. Office Operations & Administration
- Manage daily office operations to ensure a well-organized and productive working environment
- Maintain office layout, workspace assignments, and general upkeep
- Oversee office supplies, inventory, and timely procurement
- Coordinate office maintenance, vendors, and service providers
2. Documentation & Contract Management
- Prepare, process, print, and manage internal documents and contracts for employees, freelancers, and partners
- Ensure proper filing, tracking, and storage of all documents (both physical and digital)
- Handle stamping, signing, and document circulation processes
- Maintain accuracy, confidentiality, and version control of documents
3. Internal Coordination & Scheduling
- Manage executive calendar, schedule meetings, and avoid conflicts
- Coordinate internal meetings, prepare meeting rooms, and follow up on action items
- Support communication across teams to ensure smooth workflow
4. Accounting & Expense Coordination (Internal-focused)
- Prepare payment documents and support monthly expense tracking
- Issue and manage internal invoices and coordinate with accountants when needed
- Track budgets, expenses, and supporting documents for internal review
- Handle accounting documents requiring signatures and ensure proper submission
5. Procurement & Vendor Management
- Manage relationships with suppliers and service providers
- Handle office-related purchases, orders, and expense tracking
- Ensure timely delivery and cost-effective procurement
6. Event & Office Activities Support
- Organize internal events, team activities, and company gatherings
- Coordinate logistics including venue, catering, and materials
- Prepare internal gifts for team occasions (e.g. Tet, Mid-Autumn, company events)
7. Data & Compliance
- Maintain and update internal databases and records
- Ensure compliance with company policies and administrative procedures
- Support implementation of internal policies and process improvements
- Ensure confidentiality of sensitive information
8. Additional Support
- Assist in onboarding logistics (workspace setup, documents, coordination)
- Support internal projects and ad-hoc administrative tasks
- Handle urgent operational issues (e.g. office disruptions, supplier delays)
- Ensure health & safety compliance, including office supplies and basic arrangements
Requirements:
- 1-2 years of experience in office administration or similar roles, with prior experience in startup environment is highly preferred.
- Good English proficiency (written and verbal)
- Strong organizational and documentation skills
- High attention to detail and ability to manage multiple tasks
- Good communication and coordination skills
- Proactive, reliable, and able to handle confidential information
Benefits:
- Collaborative and open working culture.
- 15 days annual leave, 13th salary, mid-year performance bonus
- Contribute to social insurnace as per VN law requirements
- Team building, health checkup and other internal events
