Senior Accountant & Operations Specialist

1. JOB PURPOSE / MỤC TIÊU CÔNG VIỆC
The Senior Accountant & Operations Specialist is a dual-functional role combining general accounting, sales administration, and logistics oversight. The primary focus (-60%) is managing corporate finance, cash flow, and tax compliance. The secondary focus is supervising sales administration (-25%) utilizing the Crest CRM to ensure seamless customer care and timely deliveries, and overseeing international logistics (-15%) by managing and verifying import-export documentation executed by outsourced forwarders.
2. KEY RESPONSIBILITIES / NHIỆM VỤ TRỌNG TÂM
A. General Accounting & Finance (Weight: 60%)
• [Daily] Prepare cash balance and bank deposit reports (VND & USD) on the Dashboard.
• [Daily] Record and archive all accounting entries, input/output invoices, ensuring system accuracy.
• [Daily] Reconcile and audit accounting books, ledger data regularly.
• [Daily] Perform tax obligations (VAT, import tax...) and execute supplier payments (NCC).
• [Daily] Supervise and issuing valid VAT invoices to ensure absolute tax compliance.
• [Daily] Handle any arising financial and accounting transactions.
• [Weekly] Formulate the 13-Week Cash Flow Forecast on the corporate Dashboard.
• [Weekly] Initiate, verify payment documents, and process internal payments as well as overseas payments to foreign suppliers.
• [Weekly] Reconcile Accounts Receivable (AR) and Accounts Payable (AP) balances.
• [Weekly] Review accounting data and cross-check customs declaration values with the Logistics records.
• [Monthly] Deliver Month-end Quick Revenue Report on Day 2 (excluding intercom transactions).
• [Monthly] Deliver Quick Revenue-Expense and Profitability Report on Day 5.
• [Monthly] Formulate comprehensive management reports (Revenue, Cost, Trial Balance, Interim reports for parent company and US Group); submit to ACT & TB on Dashboard.
• [Monthly] File foreign exchange reports as required by the Foreign Exchange Management State Department.
• [Monthly] Calculate employee monthly payroll and sales commissions based on finalized data from Sales Admin.
• [Monthly] Manage statutory Social Insurance (reporting employee headcount increases/decreases, contribution adjustments).
• [Quarterly] File periodic tax declarations (VAT, PIT) in compliance with local tax authorities.
• [Annually] Handle annual Personal Income Tax (PIT) finalization.
• [Annually] Prepare and close Financial Statements as of June 30th (corporate fiscal year-end).
• [Annually] Coordinate with external auditors for the annual financial audit as of June 30th.
B. Sales Admin & Customer Care (Weight: 25%)
• [CRM Order Management] Confirm and input customer Purchase Orders (PO) onto the system, heavily supported by the Crest CRM software.
• [Contracting & Deposits] Draft domestic sales/purchase contracts and request customer deposits or advances if required.
• [Order Tracking] Closely track order fulfillment progress and proactively update cargo status to customers.
• [Invoicing] Issue VAT invoices on the system under the guidance and supervision of the Accounting department.
• [Revenue Tracking] Update the daily revenue Dashboard based on actual VAT invoice issuance dates.
• [Customer Care Focus] Serve as the primary point of contact for customer care; directly respond to client emails, prepare capability profiles (Company Profiles), and resolve customer complaints, inquiries, or claims.
• [Delivery Progress] Coordinate deliveries, arrange appropriate transportation, and execute goods handover to ensure on-time delivery.
• [Booking Dashboard] Update and maintain the Booking Report Dashboard (acting as backup support).
• [Reporting] Prepare the Weekly OSB Report (Booking, backlog) and submit it via email to Mr. Lou.
• [Reconciliation] Reconcile outstanding balances with clients and send polite, professional payment reminder emails.
• [Monthly Reports] Prepare the Monthly Order Report (Crestek Weekly with Historical Monthly Tab) and submit via email to Mr. Lou.
• [Commission Data] Summarize and compile the monthly order list to hand over to Accounting for sales commission calculations.
C. Logistics & Document Verification (Weight: 15%)
• [Document-Only Focus] Focus primarily on managing and checking documentation, as physical customs declaration and shipping are fully outsourced to a third-party Forwarder.
• [Document Auditing] Inspect and audit international shipping documents (Commercial Invoice, Packing List, Bill of Lading).
• [Foreign Contracts] Draft and review foreign trade contracts with overseas suppliers and partners.
• [Forwarder Coordination] Coordinate shipments with suppliers/VNPO and the outsourced forwarder once cargo is ready; verify and control international freight costs.
• [Customs Monitoring] Oversee and review the customs declarations (Import/Export Declarations) prepared and submitted by the outsourced forwarder to ensure regulatory compliance.
• [Inventory Management] Monitor, track, and manage the Import-Export-Inventory report (Warehouse management).
• [Delivery Oversight] Supervise and coordinate delivery arrangements to guarantee smooth handover and punctual arrival at customer sites.
• [Accounting Handoff] Assemble complete customs and shipping files: Deliver full customs declarations and related shipping documents to the Accounting department for archival. Double-check at month-end to avoid missing declarations.