Accountant cum Office Manager

Location: Vietnam
Reports To: Chief Executive Officer (Chief of Staff)
Position Type: Full-Time
Job summary
The Accounting and Administrative Officer provides accounting and administrative support to the Chief of Staff and manages day-to-day operations to ensure the smooth running of the office. This position includes handling a wide variety of accounting tasks (including but not limited to bank reconciliation, preparation of financial statements, inventory accounting, expense reporting and control, tax compliance support, etc.) administrative tasks, scheduling, communications, and office administration duties. The ideal candidate will be highly organized, proactive, and able to effectively manage multiple tasks.
Key Responsibilities:
1. Personal Assistance:
- Manage Chief of Staff's calendar, schedule meetings, and coordinate appointments.
- Handle phone calls, emails, and correspondence, ensuring timely responses.
- Prepare and edit documents, reports, and presentations as needed.
- Arrange travel itineraries, accommodations, and logistics for business trips.
- Assist with personal errands and tasks as required.
2. Administrative Support:
- Organize and maintain office files and records, both electronic and paper-based.
- Coordinate and facilitate internal and external meetings, including preparing agendas and minutes.
- Monitor office supplies and place orders to ensure adequate inventory.
- Assist in the preparation and processing of expense reports and invoices.
- Manage and track key administrative projects and deadlines.
3. Office Management:
- Oversee day-to-day office operations to ensure a productive work environment.
- Act as a point of contact for office-related issues and coordinate with facilities management.
- Implement and maintain office policies and procedures to improve efficiency.
- Support onboarding and training of new staff members as needed.
- Assist in organizing company events, meetings, and conferences.
4. Communication:
- Serve as a liaison between executives, staff, and external stakeholders.
- Handle sensitive and confidential information with discretion.
- Prepare communication materials, including newsletters, notices, and announcements.
5. Reporting and Documentation:
- Compile and maintain reports and records related to administrative activities.
- Track and report on key performance metrics and administrative tasks.
6. Human Resources Support
- Assist in recruitment processes, such as posting job ads and scheduling interviews.
- Maintain employee records and update personnel information.
- Support the onboarding of new staff.
7. Budget and Finance
- Assist in budget preparation and monitoring of expenses.
- Process invoices and handle basic financial transactions.
8. Data Entry and Record Keeping
- Enter and update data in relevant systems accurately.
- Maintain records of various activities and transactions.
9. Policy and Procedure Implementation
- Ensure compliance with organizational policies and procedures.
- Communicate and enforce relevant regulations to staff.