Office
Administrator

Bespokify Vietnam is a technology studio under ZOZO, Inc. (Japan), collaborating with teams in Japan, New Zealand, and the US to build innovative software and measurement solutions. We are an engineering-driven company focused on creating reliable, scalable technology while providing an exceptional workplace for our people.

Location of other offices: Japan, US, New Zealand

We are looking for a proactive and detail-oriented Office Administrator to support the smooth day-to-day operation of our office. This role is responsible for maintaining an efficient workplace, coordinating administrative services, and ensuring office operations run smoothly.

The ideal candidate is organised, resourceful, and service-oriented, with strong problem-solving skills and the ability to collaborate effectively in an international working environment.

1. Office Operations

• Manage daily office operations and ensure a clean, safe, and well-organised workplace.
• Coordinate office maintenance, repairs, cleaning services, security, and building management.
• Manage office supplies, pantry, stationery, and consumables.
• Monitor inventory levels and arrange timely procurement.
• Support office space planning and workplace improvements.

2. Vendor & Procurement Management

• Source suppliers and obtain quotations when required.
• Coordinate with vendors for office services, equipment, furniture, maintenance, courier, and other operational needs.
• Process purchase requests in accordance with company procedures.
• Track service contracts and renewal schedules.
• Verify invoices and coordinate with Accounting for payment processing.

3. Asset & Inventory Management

• Maintain accurate records of company assets and office equipment.
• Coordinate asset issuance, returns, transfers, and inventory checks.
• Arrange repairs, warranty claims, and equipment maintenance.
• Ensure asset records are properly updated.

4. Administrative Support

• Manage incoming and outgoing correspondence, parcels, and deliveries.
• Maintain administrative records and filing systems (both physical and electronic).
• Support document preparation, printing, scanning, filing, and archiving.
• Coordinate meeting rooms and office logistics.

5. Employee Support

• Assist with onboarding and offboarding, including workspace preparation and equipment coordination.
• Support employee requests related to office administration.
• Coordinate business travel arrangements when required.
• Assist in organising company events, internal activities, and employee engagement initiatives.

6. Compliance & Administration

• Ensure company administrative documents are properly maintained.
• Support office compliance with internal policies and administrative procedures.
• Maintain confidentiality of company information and documents.
• Identify opportunities to improve administrative processes and operational efficiency.

7. Other Duties

• Provide administrative support to management when required.
• Perform other duties assigned by the HR & Administration Manager.

• 01-02 years of experience in office administration, executive administration, or a similar role.
• Experience in an international or technology company is an advantage.
• Good written and spoken English.
• Japanese language proficiency is an advantage.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• Good problem-solving ability and attention to detail.
• Ability to manage multiple priorities independently.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Experience using document management or task management systems is an advantage.

• Competitive salary, incentives, and benefits.
• Premium Health Insurance for you, and your family.
• Preschool Allowance for employee’s children.
• Yearly Professional Training allowance package.
• 20 days of fully paid annual leave per year.
• Flexible working time.
• International, supportive, and dynamic working environment.
• Annual company trip, monthly events.
• Modern working equipment (Macbook, monitor, mouse, etc).
• Great office facilities (with nap room, pantry, game area, etc).

If you are passionate about the Office Administrator position and want to be part of a talented and growing team, we would love to hear from you! Please submit your resume, portfolio, and a brief cover letter outlining your relevant experience and why you are interested in this position to jobs@bespokify.com.

Bespokify Vietnam is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.