Overview
Office Administrator – IT Software (3 YOE) Jobs in Ho Chi Minh City, Vietnam at AGEST, Inc.
Title: Office Administrator – IT Software (3 YOE)
Company: AGEST, Inc.
Location: Ho Chi Minh City, Vietnam
About AGEST Vietnam
AGEST Vietnam (AGV), a world-class software testing, test automation, and software development provider, is an affiliate company of AGEST Inc., Japan. We have a high profile of 20 years+ operating in Vietnam. Our mission today is to evolve a safe and secure digital society and support its further development by contributing to the development of an advanced digital society by providing next-generation Software Development, Big Data & AI, and Quality Assurance solutions.
Responsibilities
o Perform reception duties: welcome visitors, handle calls, mail, and parcels, and maintain a clean and professional reception area.
o Perform office management to ensure the workplace is safe, clean, tidy, and well-organized.
o Coordinate meeting room bookings, arrange set-ups, and ensure facilities are ready for use.
o Perform visitor management, parking arrangements, and employee access.
o Maintain and update records, databases, and contact lists; provide general administrative support as assigned.
o Manage office supplies, company equipment (excluding IT equipment)
o Handle import and export procedures in compliance with company and regulatory requirements to ensure timely clearance, resolve issues
o Handle administrative procurement (e.g., air tickets, hotels, taxis, stationery, F&B, printing, etc.).
o Liaise and work with state administrative management agencies.
o Supervise activities across all office units, including expansion planning, procedure implementation, case processing, and records management.
o Supervise the office maintenance including infrastructure, electric equipment, air conditioners, water system.
o Supervise and coordinate the work of subordinates .
o Assist the Department Head in developing and implementing office policies, SOPs, forms, and systems.
o Assists in the preparation and maintenance of the office budget
o Manage activities performed in all work units within the office, including facility set-up/ expansion planning and management
o Provide secretarial support to the company’s ISO department. Specifically, the role typically includes the following responsibilities:
- ISO Document Management: Organize, maintain, update, and control ISO-related documents and records.
- Audit Preparation: Support the collection of records, evidence, and documents required for internal and external audits.
- Meeting Coordination: Schedule ISO meetings, send meeting invitations, prepare agendas and relevant materials.
- Meeting Minutes: Record key discussions, decisions, and action items, then follow up on their completion.
- Deadline Tracking: Remind relevant departments to provide documents or complete ISO-related actions by the required deadlines.
- Communication Support: Send notifications, requests, and follow-ups between the ISO department and other departments.
- Audit Record Management: Maintain audit findings, corrective actions, and supporting evidence, and track the status of finding closures.
o Other administrative tasks when assigned
Requirements
o Bachelor’s degree in business administration or equivalent
o Have 3 years of experience in administration, office management; multi-office management is preferable
o Office Coordination & Mobility: Candidates should be comfortable with and willing to move flexibly between floors as part of their daily work, as AGEST’s offices are located across multiple floors within the same building (12A, 18, and 19). This role therefore involves frequent movement between floors to coordinate documents, meetings, communications, and other day-to-day administrative tasks
o Strong experience in servicing, especially toward internal customers
o Strong leadership and management skills
o Strategic and critical thinking
Good negotiation skill
o Excellent in risk management
o Well-planning and managing multi-jobs/ projects
o Excellent communication skills in both English and Vietnamese
