Administration & Organisation Officer

• Location: on-site in Ngu Hanh Son, Da Nang.

• When to start: ASAP.

OVERVIEW:

We specialize in helping national and international companies improve their performance in the Vietnamese market while bridging the cultural gap between Western and Vietnamese business practices.

We need a dedicated, driven person with a high degree of autonomy and loyal work ethic who believes in Vietnam’s potential. This role is designed to help us work more efficiently and free the time of the General Manager and our partners to focus better on other tasks.

CANDIDATE PROFILE & REQUIREMENTS

Key Responsibilities:

1. Legal, Compliance, Documentation

• Coordinate and manage required immigration and residency paperwork for the General Manager and her family.
• Keep track of all official company paperwork (business licenses, legal files, banking documents) accurate and up-to-date.
• Draft, update, and organize contracts for clients, partners, employees, interns, and landlords, etc.

2. Finance & Accounting Coordination

• Coordinate directly with Techcombank representatives regarding corporate accounts, information updates, and administrative banking needs.
• Maintain clear internal financial and cash flow trackers (monitoring revenues, payments and expenses).
• Issue VAT invoices to clients, request VAT invoices from suppliers, and manage invoice files.
• Collaborate closely with our external accountant to ensure tax filings, balance sheets, and VAT reports are accurate, on track, and submitted on time.
• Manage and remind the General Manager of upcoming payment deadlines (salaries, supplier invoices, social security, rent, utilities, etc.).

3. Operation Coordination

• Maintain and update employee records within the Vietnamese social insurance system.
• Assist with hiring by communicating with candidates, scheduling interviews, sending assignments, and managing candidate follow-ups.
• Track and update employees’ paid and annual leave balances.
• Collaborate with our IT technician to resolve technical issues + with hosting, domain, email providers to ensure uninterrupted website and email services.
• Propose and implement smart solutions (work trackers, automation tools, organized sheets) to streamline company operations.
• Develop, update, and continuously improve Standard Operating Procedures (SOP’s), internal documentation, and company templates to ensure operational consistency.
• Attend weekly meetings with the General Manager to align on priorities and operational challenges.

Requirements:

• Language: Proficiency in both Vietnamese and English. You’ll work with English-speaking and Vietnamese-speaking clients & colleagues.
• Experience: Working in administration and organisation for at least 03 years in a fully English-speaking international environment.
• Ability to connect & collaborate: We’re looking for an outgoing, communicative, and sociable teammate, not someone who just comes for a paycheck. You’re genuinely passionate about our mission, eager to understand every angle of the business, and naturally start conversations, share insights, ask questions, and build strong relationships with the team.
• Local knowledge: A strong, practical understanding of administrative setup, basic corporate banking, and legal/tax processes in Vietnam.
• Mindset: A natural problem-solver with a structured mind, keen attention to detail, and a never-ending curiosity to learn.
• Creativity & initiative: You’re an independent thinker who looks outside the box. You don’t wait around for instructions but take immediate action, anticipate challenges and bring in creative, practical solution.
• Versatility: You have the ability to adapt smoothly across diverse tasks and company needs.
• Commitment: You’re a stable, dedicated professional, eager to grow alongside the company for the long term.

What we DON’T do at The Marketing House – Vietnam:

• Expecting the General Manager or colleagues to tell you what to do exactly before taking action.
• Looking for easy or quick fixes when dealing with real challenges or obstacles.
• Thinking in a rigid, closed-minded way about business, culture, the Vietnamese market or client instead of staying adaptable and curious.

Working location & schedule:

• Location: on-site in Ngu Hanh Son, Da Nang.
• Schedule: 10-20 hours per week. Specific working days and times will be mutually agreed upon with the General Manager, depending on workload.

Compensation & benefits:

• Structured handover: You’ll receive a comprehensive 1-month training and transition period with the company’s former Administration & Organisation Officer.
• Dynamic global environment: You’ll be part of an international team with diverse backgrounds and unique expertise. Plus, you’ll work closely with global clients from different countries, giving you rich cross-cultural and professional experience.
• Salary: We’ll agree on a fixed fee relevant to your experience, skills, and background.
• Perks & well-being: Saturday & Sunday off; social insurance; 12 paid annual leaves; 11 national holiday leaves; multiple company outings and celebrations each year.

When to start: ASAP.

HOW TO APPLY

• Send your resume + cover letter.
• Send in 3 specific administrative or organisational challenges you have overcome in the past, including info on: the context; your responsibilities; specific tasks you personally executed (we want down-to-earth, hands-on details rather than your general successes)
• 60s video explaining why you want this job.