Operation Assistant

營運工作職責
部門： 營運部 / 行政部
直屬上司： 營運總監
Opeational Responsibilities
Department: Operation/Administration
Direct Supervisor: Chief Opertation Officer
概述
營運團隊的主要職責是協助營運總監處理公司日常運營、行政管理、總務事項，並支援室內設計與項目管理團隊的溝通協調工作。該崗位需要具備流利的越南語與中文，能夠進行專業翻譯及溝通，以促進公司與越南市場、供應商及合作夥伴的合作。同時，還需負責辦公室管理、行政支援及財務協調，確保公司運營順暢。
Overview
The main responsibilities of the Operation Team is to assist the Chief Operating Officer (COO) in handling daily company operations, administrative management, general affairs, and supporting communication and coordination between the interior design and project management teams. This position requires fluent Vietnamese and Chinese to provide professional translation and communication, facilitating cooperation between the company and the Vietnamese market, suppliers, and partners. Additionally, responsibilities include office management, administrative support, and financial coordination to ensure smooth company operations.
1. 營運支持
• 日常營運管理：
o 協助營運總監處理公司日常營運事務，確保各部門協作順暢。
o 跟進公司內部政策與流程，確保符合標準作業程序（SOP）。
o 收集、整理、分析業務數據，為管理層提供決策參考。
o 協助制定與執行營運計畫，提升公司內部管理效率。
o 支援各部門的行政需求，如內部報告、內部溝通與協調。
• 專案協助與監督：
o 配合設計與項目管理的各環節工作內容，確保按時交付。
o 協助處理供應商、承包商、施工團隊及合作夥伴的數聯絡與溝通，以及供應商的資料建立。
o 配合公司執行內部或外部的審計與稽核工作，確保合規性。
o 負責項目文件管理，包括報價單、合同、發票、付款流程等。
1. Operations Support
• Daily Operations Management:
o Assist the COO in daily operational tasks to ensure cross-departmental collaboration.
o Monitor compliance with company policies and Standard Operating Procedures (SOP).
o Collect, organize, and analyze business data to support management decision-making.
o Assist in developing and executing operational plans to improve internal efficiency.
o Support administrative needs across departments, including internal reporting and communication.
• Project Assistance & Supervision:
o Coordinate with design and project management teams to ensure timely delivery.
o Liaise with suppliers, contractors, construction teams, and partners; maintain supplier databases.
o Support internal/external audits and compliance checks.
o Manage project documentation, including quotes, contracts, invoices, and payment processes.
2. 越南語翻譯與溝通
• 語言翻譯支援：
o 負責公司內部及外部的越南語—中文口譯與筆譯。
o 協助管理層與越南合作夥伴、供應商、客戶進行商務溝通，確保準確傳遞訊息。
o 翻譯室內設計、建築材料、合約、標書、技術文件等專業文件。
o 在越南市場開發、投標、會議、考察等活動中提供即時口譯支援。
• 越南市場與合作夥伴管理：
o 負責與越南供應商及生產商聯繫，確保訂單、採購、物流等環節的順暢運作。
o 協助處理與越南相關的合約談判、報價協商及合作條款確認。
o 整理越南市場的法規與商業資訊，確保公司業務符合當地法規。
2. Vietnamese Translation & Communication
• Language Support:
o Provide Vietnamese-Chinese interpretation and translation for internal and external communications.
o Assist management in business communication with Vietnamese partners, suppliers, and clients.
o Translate professional documents (e.g., interior design plans, contracts, technical specifications).
o Offer real-time interpretation during market research, bidding, meetings, and site inspections in Vietnam.
• Vietnam Market & Partner Management:
o Coordinate with Vietnamese suppliers/manufacturers to ensure smooth order, procurement, and logistics processes.
o Support contract negotiations, price discussions, and partnership terms with Vietnamese stakeholders.
o Research Vietnamese regulations and market trends to ensure business compliance.
3. 總務與行政管理
• 辦公室管理：
o 維護辦公室設備、用品的採購與管理，確保日常運作順暢。
o 負責辦公環境管理，如清潔維護、辦公室佈置、會議室管理等。
o 負責內部公文、合同、郵件的收發與歸檔管理。
o 監督及管理公司資產（如設備、家具、車輛等），確保帳目清晰。
• 人事與考勤管理：
o 負責員工考勤管理，整理請假、加班、出勤紀錄。
o 支援人力資源部門處理新員工入職、培訓、離職手續等。
o 組織內部員工活動，如團建、年會、生日會等，提高員工凝聚力。
• 財務與報銷管理：
o 負責處理日常報銷、費用申請及付款流程，確保財務紀律。
o 出差申請，出差明細填寫。
o 銀行對帳單，付款，收款底單（正本），歸檔，保管。
o 公司開聚齊收到發票歸檔，及會計憑證歸檔，保管。
o 供應商付款申請及相關文件歸檔，保管。
o 與財務相關的其他內容工作。
3. General Administration & Office Support
• Office Management:
o Oversee office equipment and supply procurement.
o Maintain office environment (cleaning, layout, meeting room management).
o Manage internal documents, contracts, and email correspondence.
o Track company assets (equipment, furniture, vehicles) and maintain records.
• HR & Attendance Management:
o Manage employee attendance, leave, and overtime records.
o Support HR in onboarding, training, and offboarding processes.
o Organize team-building events, annual parties, and employee activities.
• Finance & Reimbursement:
o Process daily reimbursements, payment requests, and ensure financial compliance.
o Assist the finance team in budget tracking and expense management.
o Handle payments and tax-related matters for Vietnamese suppliers.
4. 項目協調與支援
• 跨部門協作：
o 協助室內設計師、工程師與施工團隊對接，確保各方溝通順暢。
o 跟進施工進度，確保項目按時完成並符合品質標準。
o 確保所有施工、物料驗收及最終交付符合規範與設計要求。
• 物料與供應鏈管理：
o 負責國內外材料供應商的聯繫與訂購，確保供應鏈順暢。
o 管理材料樣品、技術資料，確保設計團隊的需求得到滿足。
o 確保物料的採購、進口流程合規，協助處理報關與清關事務。
4. Project Coordination & Support
• Cross-Department Collaboration:
o Facilitate communication between interior designers, engineers, and construction teams.
o Monitor project timelines and ensure quality standards are met.
o Verify compliance of construction, material inspections, and final deliverables.
• Material & Supply Chain Management:
o Coordinate with domestic/international material suppliers for timely procurement.
o Manage material samples and technical documentation for design teams.
o Ensure compliance in import/export processes and assist with customs clearance.

Organize team-building events, annual parties, and employee activities.

沟通技巧, 越南语, 辦公室管理, 中文翻譯, 項目協調