Administrative Executive

Ho Chi Minh City, Vietnam /
Operations – Expansion /
Contract, Full-time
Ninja Van is a tech-enabled logistics company on a mission to provide hassle-free delivery services for businesses of all sizes across Southeast Asia. Launched in 2014, we started operations in Singapore and have become the region's largest and fastest growing last-mile logistics company, partnering with over 35,000 merchants and delivering more than 1,000 parcels every minute across six countries. 

At our core, we are a technology company that is disrupting a massive industry with cutting-edge software and operational concepts. Powered by algorithm-based optimisation, dynamic routing, end-to-end tracking and a data-driven approach, we provide best-of-class delivery services that delight both the shippers and end customers. But we are just getting started! We have much room for improvement and many ideas that will further shape the industry.


    • Administration tasks:
    • Make maintain & come up with new ideas to improve internal working processes
    • Track stock of office & contact suppliers to make purchases & maintenance (office, facilities, stationeries)
    • Manage agendas/travel arrangements/appointments for the upper management
    • Update all attendance documents such as asks for leave, annual leave records
    • Coordinate with Finance, Purchasing & IT department to prepare tools & equipment for ops team
    • Report on stock management for office and management
    • Ensure and proceed legal paperwork for representative branches/stations
    • Produce reports periodically and support visualize training materials
    • Coordinate with other departments to ensure administrative tasks are done smoothly
    • Other tasks assigned by direct line manager

    • Financial tasks:
    • Work on project’s contract, grant request, invoice, and other paperwork
    • Keep track projects' payment
    • Support to record daily cash flows
    • Basic bookkeeping, invoices
    • Review monthly, and quarterly accounting reports (collect data, invoices)
    • Making internal monthly, quarterly &yearly report
    • Handling accounts receivable /payable, check and process payment, request for payment, bank transactions
    • HR support tasks:
    • Support in handling employee document and ensure all are classified by each purpose
    • Support for new employee’s equipment
    • Support for Employee Timesheet &Annual leave record
    • Support for preparing facilities & payment for internal activities


    • Education: Degree in Business or related majors
    • Experience: 1-2 years related experience
    • Other related certifications are plus
    • Ability to prioritize and manage workload with a critical timeline
    • Creativity and strong problem solving skills
    • Basic math skills and understanding of basic financial concepts
    • Strong task and time management skills.
    • Exceptional interpersonal and written and verbal communication skills
    • Solid presentation skills
    • Professional appearance and courteous manner
    • Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers
    • Naturally curious and have a self-starter personality
    • Good command in English
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