Office Manager (Finance & Administration)

ACG_3668_JOB

• Supervise and review the work of our external accounting/tax firm; ensure filings, closings, and reports are accurate and on time.
  
• Own cash flow monitoring, expense control, invoicing, and payment processes; flag risks early to the Managing Director.
  
• Read and interpret financial statements to support management decisions; prepare clear monthly financial and operational reports.
  
• Establish and enforce internal controls for documents, receipts, and approvals.
  

Administration & HR

• Manage general administration: contracts, compliance, office operations, vendors, and government/statutory paperwork.
  
• Handle core HR operations: payroll coordination, labor contracts, insurance, attendance, and basic HR policy.
  
• Maintain organized, auditable records across all administrative functions.
  

Business Operations & Systems Building

• Design and implement standard operating procedures (SOPs) where none exist—from finance and administration to procurement and order handling.
  
• Improve day-to-day operational flow and coordination across the team.
  
• Support procurement and supplier coordination as needed for the seafood trading operation.
  

Communication & Liaison

• Act as the English-language bridge between the Japanese Managing Director, the Vietnamese team, and external partners.
  
• Translate management intent into clear actions for the team, and proactively report progress back to management.
  

Must-have

• Experience: 5–8 years in operations, administration, business support, or executive/office management, ideally in a foreign-invested, Japanese, or trading/export company.
  
• English: Business-level fluency, with confidence in communicating and reporting in English to a Japanese manager.
  
• Finance floor (non-negotiable): A solid financial foundation—able to read a balance sheet, income statement, and cash-flow statement; understands core taxes and reporting duties well enough to detect errors or delays by the outsourced firm; and has previously owned budget, cash flow, or cost control.
  
• Systems building: Proven track record of setting up processes from scratch, not only operating within an existing large-company system.
  
• Character: High integrity, an ownership mindset, and comfort working independently in a small, multitasking environment.
  

Nice-to-have

• Japanese: Japanese language proficiency at N3 level or above—a strong plus, but not required.
  
• Industry: Background in seafood, food, FMCG, or import/export trading.
  
• Stage: Experience in a small company or early-stage environment.
  
• Accounting: Formal accounting qualification, which would be a bonus given the finance floor requirement.
  

What Success Looks Like

• 0–90 days: During the first 90 days, understand the business end to end, identify the biggest control gaps, and take over supervision of the external accounting firm with a reliable monthly reporting rhythm.
  
• Year 1: During the first year, core SOPs for finance, administration, HR, and procurement are documented and operational; management receives accurate and timely reports; and recurring accounting and administrative issues are eliminated.
  
• Longer term: Become trusted enough to take on broader management responsibilities as the company grows.
  

Core Competencies We Are Hiring For

• Integrity and transparency—the single most important trait for this role.
  
• Ownership and initiative—closes gaps without being told.
  
• Systems thinking—builds structure where there is none.
  
• Financial literacy and control discipline.
  
• Clear cross-cultural communication between Vietnam and Japan.
  
• Stability and a genuine desire to grow with the company.