OFFICE MANAGER

Operational Strategy & Process Excellence

• Develop, implement, and audit business operating protocols to enhance internal capacity and scalability.

• Analyze existing procedures to eliminate bottlenecks and increase workflow efficiency.

• Maintain strict oversight of operational activities to ensure they remain on schedule and within budget.

• Define and monitor KPIs to track business growth and team performance.

Supply Chain & Global Logistics Management

• Shipping & Freight: Negotiate ocean freight quotations, manage container allocation, and evaluate maritime market trends to optimize transportation costs.

• Trade Compliance: Directly handle shipping terms (Incoterms), export/import protocols, and documentation to support global Free Trade Agreements (FTAs).

• Documentation: Process and authorize transportation plans, including the execution of all related input/output invoices and shipping files.

Customer Success & Technical Support

• Lead the Customer Service (CSO) and Claims teams to resolve complex issues and evaluate solutions.

• Authorize credit claims or stock replacements in coordination with the Supply Chain department.

• Support international teams (VN & China) with production specifications, warranties, and spare parts management.

• Partner with creative and technical teams to provide production specs and professional photography based on client requests.

Financial Oversight & Data Integrity (ERP)

• ERP Management: Maintain data integrity within the ERP system (Capital), performing cross-checks between POs, actual shipped quantities, and supplier invoices.

• Accounts Payable: Oversee invoicing and provide detailed explanations/audits for accounts payable related to shipping, testing, and local fees.

• Inventory & Forecasting: Support Sales Managers with sales order forecasts and inventory duty matching.

Administration & Team Leadership

• Manage, motivate, and mentor a high-performing team, focusing on career development and conflict resolution.

• Facilitate the onboarding of new employees, including IT setup (server access, email, laptops) and functional training.

• Oversee business travel logistics, including visa arrangements for staff.

• Experience: 5–10 years of proven managerial experience in multi-functional office operations. Prior experience managing a Representative Office for an international business is highly preferred.

• Technical Skills:

  • Proficiency in ERP systems is mandatory.

  • Advanced Excel skills for data analysis and reporting.

  • Comprehensive understanding of Import/Export protocols and global logistics.

• Education: Bachelor’s degree in Business Administration, Management, or a related field.

• Soft Skills: Ability to thrive in a fast-paced environment, exceptional time management, and a strong background in international customer service.