rather than the primary focus of the position.ESSENTIAL DUTIES & RESPONSIBILITIES1. Translation / Interpretation & Communication Support· Provide English–Vietnamese and Vietnamese–English translation and interpretation for meetings, documents, emails, and operational communications.· Help clarify messages and coordinate communication between English-speaking and Vietnamese-speaking teams to ensure shared understanding.· Draft, translate, and organize business correspondence and bilingual updates as required.
Meeting Notes & Action Item Capture· Attend selected meetings to capture clear notes, key decisions, action items, responsible owners, and due dates.· Prepare and distribute meeting summaries when needed, ensuring action items and commitments are accurately documented.· Maintain action trackers and follow up on assigned items and special project deadlines.· Support meeting documentation without taking ownership of the Operations Director’s overall meeting preparation, personal review of notes, or daily schedule management.
Report Coordination & Data Consolidation· Collect and consolidate information from multiple sites, departments, and managers into accurate, timely, and easy-to-understand reports.· Coordinate multi-site operational reports, attendance/manpower reports, project status reports, KPI summaries, vendor/visitor reports, training/onboarding reports, and open-action trackers.· Verify data accuracy, completeness, consistency, and reporting deadlines before submitting reports.· Proactively follow up with data owners to obtain missing information, clarify discrepancies, and resolve gaps before reporting.· Prepare dashboards, summaries, and management presentations using Excel, PowerPoint, and other relevant digital tools.
Project Coordination & Follow-Up· Coordinate follow-up for selected key projects by checking progress, updating trackers, confirming responsibilities, and monitoring milestones and deadlines.· Follow up with relevant departments, managers, vendors, and other stakeholders to obtain timely status updates and drive agreed actions to completion.· Identify delays, missing information, risks, or lack of response and escalate unresolved roadblocks to the Operations Director for support.· Maintain project records and provide concise status updates on progress, pending actions, and issues requiring management attention.
Calendar, Travel & Administrative Coordination· Support calendar updates, meeting-room scheduling, travel agency coordination, driver arrangements, and visitor coordination as needed.· Provide administrative support for selected management meetings, business visits, and operational activities.· Handle confidential information and documents professionally.
Cross-functional Coordination & Process Support· Coordinate communication and follow-up across Operations and other departments to support timely execution of agreed actions.· Coordinate with external vendors and contractors when required and maintain relevant records.· Support audits, customer visits, management reviews, and selected process-improvement or digitalization initiatives Education· Bachelor’s degree in Business Administration, Supply Chain, Industrial Engineering, Logistics, Management, Languages, or a related field.Experience· Minimum 3 years of experience in operations coordination, reporting, project coordination, translation/interpretation, executive support, or a similar role.· Experience supporting senior management and coordinating across multiple departments is preferred.· Experience in warehouse, logistics, supply chain, or a multi-site environment is an advantage.Technical Skills· Strong English and Vietnamese communication, translation, and interpretation skills.· Advanced Microsoft Excel skills, including PivotTables, Power Query, Power Pivot, and complex formulas.· Proficiency in Microsoft PowerPoint, Teams, and other Microsoft 365 tools.· Strong data consolidation, report preparation, and data-validation skills.· Microsoft Project, Power BI, and AI tools (e.g., ChatGPT or Microsoft Copilot) are an advantage.Competencies· High attention to detail and commitment to data accuracy.· Strong organization, follow-up, and deadline-management skills.· Confident stakeholder communication and ability to follow up persistently and professionally.· Analytical thinking and problem-solving ability.· Ability to manage multiple priorities, work independently, and escalate issues appropriately.· Professionalism, discretion, and confidentiality Ngành nghề: Quản lý điều hành, Hành chính / Thư ký Kinh nghiệm: 4 Năm Cấp bậc: Nhân viên Hình thức: Nhân viên chính thức Địa điểm: Bà Rịa - Vũng Tàu
