Office Manager

  • General
  • Viet Nam - HCMC

The Talent Fishers Group is the Recruitment specialist for Western companies with staffing needs in Asia Region.

Office Manager

Job description

Reporting to General Director in Vietnam
Reporting to Director of Finance & Operations, PM-International HQ ASIA PACIFIC
Cross Functional Reporting – HQ Asia Pacific and Global Controlling / HQ in Luxembourg

•    Managing and operationally representing PM-International Subsidiary in Vietnam, PM Nutrition & Cosmetics Vietnam

Operations (General)
•    Work with MPM (Internal system – making invoices, clearing payment, organize products and sets, booking into system).
•    Office organization (Filing, Physical and Electronically)
•    Setting up SOPs (Standard Operations Procedures) e.g. Documenting Filing System etc.
•    Involvement of set up of all new office administration procedures
•    In charge of Front Line Customer Service Officer, Maintenance
•    Adhoc projects involving office management from time to time

Finance Operations (Value Chain)
•    Proper filing and Processing e.g. AP/AR according to set up Filing system, working with accountant, ensure proper booking, prepare payment, prepare monthly reports and on Time reporting (sales & financial report – BWA)
•    Coordinating and supporting external auditor Firm for year-end assessment
•    Writing checks for provision, paying bills, commission payout for Team Partners/ Distributors
•    Running errands for office including deposit cash and cheques, etc. 
•    Taking charge of Stationery and Petty Cash

Logistics, Regulatory affairs (Supply Chain)
•    Responsible for inventory, checking & reporting.
•    (Balancing, matching QTYs of goods with Value in Finance System)
•    Demand Planning and ordering goods, using push delivery system (MPM), plan and estimate sales forecast for next month promotion.
•    Support ATIM Law Firm with coordination (if required) for the Product Registration Process / Labeling.

Sales & Marketing
•    Setting up promotions and mass hotlines o distributors in our internal MPM System.
•    Communication with ISS department for dispute on invoice, credit note, clarification of qualification, new promotion
•    Dealing with Team Partners / Distributors, answering questions about incentives, points and promotions
•    Organizing small meeting with Distributors, for understanding procedures of each new promotion/qualification
•    General administration duties involving in office operation such as update price list, update communication board
•    Involvement in organizing small events or corporate events together with the Sales Support Department

Job Requirements    
•    Higher education technical or economic with Bachelor (BoS) degree preferable
•    Cross-functional work experience; Finance and Finance Reporting / Demand Planning / Inventory Management / Logistics, Regulatory affairs
•    Experience in managing, coaching and developing skills of subordinates
•    Excellent experience in Microsoft Office Tools (Word/Excel)
•    Experience in formulating / setting up business-processes (regulations, procedures, working instruction preparation)
•    Skill of working within a team, as well as independently
•    Public speaking / presentations skills
•    Capability to work under pressure and with multiple tasks concurrently

Information and Application    
If you are interested in and qualified for this position, apply online on, candidates /jobs page and post your resume on the “Office Manager” job offer or emailed to

Suitable candidates will be contacted within one month upon application. 

Apply to Position

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