Position Summary The Accounting and
Admin Officer is responsible for the accounting functions and financial reporting of the MBE Pilot Store, as well as the coordination of related administrative processes.
Reporting to the Operational Director, he/she is in charge of maintaining accurate and up-to-date accounting records, processing invoices and payments, monitoring receivables and payables, and preparing regular financial and management reports.
The position acts as the main point of coordination with external accountants, tax advisors,
the tax bureau, suppliers, and management to ensure that financial information is reliable, timely,
and compliant with applicable requirements.
Key Responsibilities
Accounting
Prepare monthly P&L statements, BS information, and cash flow reports
Prepare and process sales invoices, receipts, and supporting accounting documents.
Monitor accounts receivable and follow up on outstanding customer payments.
Prepare supplier payment requests and maintain accounts payable records.
Reconcile cash, bank transactions, and payment records regularly, and investigate any discrepancies.
Coordinate with external accountants, tax advisors, and tax service providers to ensure timely and accurate accounting and tax compliance
Monitor actual financial performance against budgets and forecasts, identify significant variances, and report them to management.
Prepare regular cash flow forecasts and provide management with visibility on the company's cash position and upcoming payment obligations.
Maintain and support the implementation of appropriate accounting procedures, payment controls, and financial approval processes.
Administration
Maintain company records, contracts, licenses, and administrative documentation.
Manage incoming and outgoing correspondence and official company documents.
Coordinate and support for general administrative needs, office supplies and equipment.
Organize meetings, appointments, and business travel arrangements when required.
Assist in maintaining company policies, procedures, and administrative controls.
Support the implementation and maintenance of document management systems.
Human Resources Support
Assist with employee onboarding and offboarding processes in MBE pilot store or franchisees.
Maintain employee records and personnel files.
Support payroll preparation and attendance tracking.
Coordinate social insurance, health insurance, and labor-related documentation.
Assist with recruitment administration and interview scheduling.
Support employee training and administrative HR activities.
Compliance & Internal Control
Maintain confidentiality of financial, employee, customer, and business information.
Ensure compliance with company policies and internal procedures.
Support internal audits and external inspections when required.
Identify administrative or financial process improvement opportunities.
Report any irregularities, discrepancies, or compliance concerns to management.
Potential KPIs
Accuracy and completeness of accounting records.
Timely submission of weekly and monthly financial reports.
Timely completion of monthly accounting closing activities.
Accuracy and timeliness of cash flow reporting.
Timely reconciliation of bank, cash, and payment records.
Timely identification and reporting of significant budget variances.
Timely processing of invoices and supplier payments.
Effective monitoring and follow-up of customer receivables.
Candidate Profile
Education
Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.
Experience
3-5 years of experience in accounting finance, or a similar role.
Experience in a service, retail, logistics, or SME environment is preferred.
Proven experience working with accounting software is required.
Skills & Competencies
Vietnamese (native) and English (professional working proficiency).
Strong organizational and administrative skills.
Good understanding of financial reporting, accounting principles.
Ability to prepare and interpret financial statements and management reports.
Good knowledge of Excel and accounting software.
High attention to detail and accuracy.
Ability to manage multiple tasks and priorities.
Strong analytical and problem-solving skills.
Knowledge of Vietnamese accounting and administrative practices.
Ability to work independently and maintain confidentiality.
Professional communication and interpersonal skills.
Personal Attributes
Integrity and reliability.
Proactive and service-oriented mindset.
Ability to work in a startup and fast-growing environment.
Strong sense of responsibility and ownership.
Willingness to learn and support multiple business functions.
Career Development
This position offers growth opportunities within MBE Vietnam as the network expands and additional operational, accounting, and administrative responsibilities are developed.