Administrative and Accounting Assistant

Kham Pha Consulting is the registered company created by foreigners, under which the travel agency Vietnam Autrement brand operates. Vietnam Autrement belongs to the network Un Monde Autrement (UMA). UMA is a French-speaking network of travel agencies founded on the same philosophy as Vietnam Autrement promoting authentic and sustainable tourism experiences across different destinations. Each agency within the network (such as Laos Autrement, Cambodge Autrement,Vietnam Autrement, etc.) is managed locally by experts based in the country, ensuring personalized service and in-depth local knowledge. Together, these entities form a cohesive group committed to offering responsible, customized travel, under the shared Autrement identity meaning differently.

To complete our development, we are looking for a motivated Administrative and Accounting Assistant to support our daily operations starting as soon as possible. Working closely with the accounting firm and sales team, you will help to ensure smooth financial and office management processes.

Profile required Skills and qualifications

Bachelor/Master's degree/Diploma in required fields (administration, accounting, finance, or business management).

Good command of written and spoken English (French is a plus).

Good at computing skills: Microsoft Pack Office (Excel, etc.)

Strong sense of responsibility, organization, and attention to detail.

Multitasking, adaptable, and proactive with a startup mindset.

Independent and reliable, yet collaborative and team-oriented.

Excellent communication, presentation, and negotiation skills (especially with local suppliers and authorities).

Comfortable working remotely when required.

Curious, eager to learn, and motivated by new challenges.

Must have a personal laptop.

Administration and sales

• Manage and monitor contracts with partners across Vietnam (hotels, transport companies, activities, airlines, etc.).
• Review and update company contracts, including payment terms and conditions.
• Maintain and update the supplier database with yearly rates and information.
• Ensure accurate filing and tracking of all contracts and administrative documents.
• Communicate with potential and existing partners (by email, phone, or in person) to maintain strong relationships.
• Prepare administrative documents as required by shareholders, suppliers, and guides.
• Organize, follow up, and confirm bookings for clients.
• Provide executive support to directors and managers (reporting, translation, administrative assistance, etc.).
• Prepare and maintain reports and documentation related to suppliers and operations.
• Support company directors and management with ad hoc administrative or operational tasks.
• Participate in meetings with shareholders and partners when required.
• Contribute to company events and team activities as needed.

Accounting support

• Serve as the main point of contact between the internal team and the external accounting firm.
• Collect, verify, and forward invoices, receipts, and other financial documents to the accounting firm on time (bank statement, invoices, VAT invoices, contracts, etc.)
• Ensure all supplier and client invoices are properly recorded, classified, and archived.
• Monitor payment deadlines and assist with bank transfers or payment requests when needed.
• Assist in the preparation of financial reports and budget monitoring as requested by the directors.
• Maintain and update the database of suppliers and clients with accounting and payment information.
• Ensure compliance with company financial procedures and internal controls.
• Coordinate with suppliers and travel guides for payment confirmations or supporting documents.
• Assist with administrative tasks related to tax documents, contracts, or company audits.

Human resources

• Maintain and update the database of guides and drivers.
• Assist with guide recruitment, contracts, and document verification.
• Coordinate guide assignments and service confirmations.
• Collect and manage feedback on guide performance.
• Ensure timely payments and accurate reporting to the accounting firm.

Other information

Vietnamese contract following Vietnamese Labor Regulation.

40h/week + 2 days off a week on Saturday and Sunday.

12 days off/year + Vietnamese public holidays.

Probation time: 3 months.

Internship is also possible.