Job description for Back Office & Tender Assistant at Kobi Lighting Studio
KObi Lighting Studio is an international lighting design and consultancy company, based in Ho Chi Minh City (Vietnam) and operating across Southeast Asia, Europe and Africa. At KObi, we approach light as a medium of perception, shaping atmospheres, revealing spaces, and creating meaningful experiences. Our work balances design intent, technical precision and environmental responsibility, with particular attention to human well-being and the impact of light on its surroundings. We compose with both natural and artificial light, aiming to enhance spaces while preserving the integrity of night. As part of a growing and design-driven consultancy, we are looking for individuals willing to engage, take initiative and contribute to our international development.
The Back Office & Tender Assistant will support & assist the Managing Director on implementing strategic objectives and related actions in order to get results as per the defined development plan schedule. The Back Office & Tender Assistant shall be able and willing to handle several assignments, dedicated to create the best & sustainable conditions for Managing Director performance and company development. Intern will assist the Managing Director and MarCom team in their missions.
Missions:
- Participate in maintaining the database up to date, assist the Managing Director in organizing the files and internal server
- Support your manager on writing contracts and copy writing
- Assist to monitor work process as assigned by Manager
- Assist to prepare corporate, legal and business-related documents : research information, draft documents, writing reports.
- Assist the Managing Director on reinforcing our relationship with Key Accounts and Partners
- Translating documents and reports into Vietnamese at the request of the Managing Director to send to clients and vice versa
- Attend internal and external meetings at the request of the Managing Director. Translating from Vietnamese to English for Managing Director in meetings with foreign investors
- Take part in meetings to take notes and produce written summaries
- Participate in internal management meetings to review progress towards each project
- Support your manager on internal and external Human Resources management
- Handle and organize the studio’s files monitoring and recording
- Ensures the financial monitoring of payments
- Perform other tasks as requested by the Managing DirectorMissions:
Key Background & Skills Requirements:
- Strong organizational skills and methods are required
- Able to take notes in order to write a detailed meeting summary
- Excellent reporting-debriefing skills
- Must be mature in outlook, organized; extremely detail-oriented and possesses strong follow-up skills.
- Smart communication is required within a multicultural team
- Fluent in English and Vietnamese
- Ability to work independently and within a team
- Excellent in using Microsoft Office and Google Workspace
- Social media and related app knowledge is preffered
- Familiarity with Indesign, Photoshop, Adobe Premiere pro is a plus
Working Approach:
- Can take on responsibilities
- A go-getter, proactive and energetic personality
- Strong legal and/or linguistic background
- Attention to details, organized, perfectionist
- Fast learning capabilities
- Resourceful, problem-solver and pro-active
- Highly motivated
- Stable personality and positive spirit
- Eager to learn and curious
- An interest in Art, Design, Sustainability, Sciences and Culture is a plus
- High sense of ethics and responsibility
Opportunities:
- Get working experience within a young fresh multicultural team
- Involvement in a French start-up agency in Vietnam, within a fast-growing market and following sustainable development principles
- Learn about management, organization and working methods
- High-performing interns will be considered for a full-time position upon successful completion of the internship
If you are eager to step into an international environment, take ownership and contribute to the development of a growing design consultancy, we would be glad to hear from you.
