Location: GYVN – Ho Chi Minh, Vietnam

Department: Technical Asset Management

Employee Type: 6 months

Job Description:

General administration tasks

• Copying, scanning, and storing documents.
• Distribute project-related copies to internal teams.
• File documents in physical and digital records.
• Create templates for future use.
• Coordinating schedules, arranging meetings, distributing memos and reports.
• Support in translation and collecting signatures of relevant documents.

Make payment to O&M fee, such as:

• Monthly Electricity consumption fee.
• Yearly Internet fee at projects.
• Water fee for cleaning PV modules at projects.
• Other occurring fees.

Coordinate with O&M Contractor in:

• Execute introduction letters for new projects to client.
• Site registration for maintenance works.
• Delivery and follow-up of goods to the project and back.
• Schedule monthly meetings, prepare memos.

Spare part and procurement execution:

• After getting approval, coordinate with Legal/Accounting (internal) and Supplier/Vendor (external) to create and execute Purchase Orders/Sale Contracts.
• Proceed payment from start to end following the GY process and follow up on goods status.
• Check and confirm that the goods delivered to the GY warehouse/projects are adequate, have exact specifications, meet the quality, and under good condition.
• Coordinate with the relevant department to deliver spare parts to the site for replacing broken ones or problem-solving.
• Input goods status into Inventory files.
• Keep updating and inputting all other O&M expenses and purchasing in track record templates.

Service Contract/PO:

• After getting approval, coordinate with Legal/Accounting (internal) and Contractor/Vendor (external) to create and execute Purchase Orders/Service Contracts.
• Proceed payment from start to end following the accounting process and follow up payment terms of Contract/PO.
• Issued appendix/amendment/settlement (if any).

Other tasks from line managers (if any)

Requirement:

Education:

• Bachelor’s degree in Energy, Administration, or a relevant field.

Experience:

• 1-3 years of working experience in a similar position or in performing similar tasks in a multinational company.
• Experience in the Energy industry or O&M (Operations & Maintenance) is a plus.

Skill & Knowledge:

• Document management & organization: Strong ability to store, classify, and retrieve documents in both digital and physical formats.
• Time management & prioritization: Ability to effectively plan, prioritize, and coordinate multiple tasks to meet deadlines.
• Familiarity with contract management, and payment processing.
• Good understanding of document management, record-keeping, and general administrative procedures.
• Proficiency in Microsoft Excel and internal tracking/reporting systems.
• Strong organizational skills, attention to detail, and ability to meet tight deadlines.
• Effective communication and coordination skills to work with internal teams and external vendors/contractors.
• Ability to work independently while maintaining good collaboration with relevant departments.
• Good command of English and Vietnamese (both written and spoken).

Working location:

• Ho Chi Minh Office: 30th Floor, Opal Office Building, 92 Nguyen Huu Canh St., Ward 22, Binh Thanh Dist, Ho Chi Minh City.