Bookkeeping And Administration Coordinator

Job title: Bookkeeping and Administration Coordinator

Location: 218 Nguyen Van Huong, An Khanh Ward, Ho Chi Minh City (old Thao Dien)

Term: 2 months probation

About the Company

My Source Global is a sourcing and trading company. We provide exceptional product and factory sourcing, product development, quality control, distribution and manufacturing control across South-East Asia since 2009.

This position offers an excellent opportunity to learn international methods of bookkeeping and office management under foreign management. You’ll gain exposure to global business practices and develop a deeper understanding of foreign company operations.

Working Hours:

Monday to Friday, 8:00 AM – 6:00 PM

Occasionally, meetings may be scheduled outside regular hours.

Key Responsibilities

1) Bookkeeping

• Create and manage purchase orders (POs) in Xero accounting software, including preparing draft factory POs for approval.

• Update and maintain work-in-progress (WIP) spreadsheets in Excel.

• Raise draft customer invoices in Xero based on issued packing lists, for approval.

• Upload and import new product stock items in Xero; verify and update pricing or changes when required.

• Collect monthly VAT invoices and submit them to accountant. Follow up any missing VAT Invoices with suppliers.

• Review electricity and water bills, verify meter readings, and submit for approval.

• Set up and maintain new contacts in Xero, ensuring data accuracy and correct categorization.

• Archive previous years records as required.

2) Administrative Tasks

• Order and maintain office supplies, including drinking water, stationery, and other consumables.

• Arrange courier shipments, including sending samples and documents.

• Ensure the office environment is well-presented daily.

• Record employee card info and prepare stand-up meeting reports.

• Organize catering for customer visits and meetings.

• Book meeting rooms, restaurants.

• Coordinate repairs and maintenance for office equipment (e.g., air conditioning, water cooler).

• Assist with purchasing new office items such as laptops or furniture.

• Support team members with printing, labelling of samples and ad hoc administrative tasks as required.

• Identify and suggest opportunities for cost savings and process improvements.

• Other duties assigned by the Manager and CEO.

• Degree in Accounting

• Minimum 5 years of relevant experience.

• Strong understanding of bookkeeping principles and accounting procedures.

• Proficiency in Microsoft Excel, Word, SharePoint and Teams.

• Experience with Xero is preferred but not essential.

• Excellent attention to detail, accuracy, and organizational skills.

• Strong English communication skills (written and verbal).

• A third language is an advantage.

• Ability to work independently and show initiative.

• Strong sense of teamwork and willingness to assist

Note: All CVs must be submitted in English