HR/ Finance Manager

Job Summary:

We are looking for a dependable and detail-oriented Back Office Manager to lead and coordinate our HR (labor-focused), Finance and Legal functions. This role plays a key part in maintaining compliance, improving internal operations, and managing vendor relationships while working closely with Japan headquarters. The ideal candidate will be strong in governance, risk management, and operational execution, with the ability to balance internal oversight and external collaboration

Key Responsibilities:

1. Departmental Oversight and Cross-functional Coordination

• Lead and coach one administrative staff member each in HR, Finance, Legal teams.
• Coordinate key initiatives and reporting lines with Japan headquarters.
• Ensure smooth communication and collaboration across internal teams and external vendors.
• Stay updated on Vietnamese regulations and ensure legal, labor, and financial compliance.

2.  HR and Accounting and Legal Operations

• HR (Labor-focused)
  This role is responsible for maintaining compliance with Vietnamese labor laws and internal policies, while ensuring that HR practices are fair, consistent, and risk-conscious.
  • Managing payroll operations in collaboration with internal payroll members to ensure accuracy, timeliness, and compliance.
  • Leading the team, maintenance, and implementation of labor-related HR policies and procedures (e.g., working hours, leave management, disciplinary actions, etc.).
  • Coordinating and overseeing the performance review cycle from a policy and process perspective.
  • Supporting employee lifecycle processes such as onboarding, offboarding, and contract renewals from a compliance standpoint.
  • Staying updated on changes to labor laws and ensuring internal practices are adapted accordingly.
  • Acting as the main liaison for labor-related audits, inspections, and employee inquiries on compensation, policies, and statutory benefits.
  • Supervising in-house staffs
• Accounting
  • Supervise day-to-day finance operations with a strong focus on accuracy, control, and BPO vendor coordination.
  • Overseeing two internal finance staff and managing relationships with external accounting service providers.
  • Serving as the main liaison for external service providers, and monitoring and managing vendor performance, contractual agreements, deliverables, costs, and timelines.
  • Coordinating preparation of financial reports for Japan HQ in a timely and reliable manner.
  • Supporting the Corporate Planning team by facilitating access to necessary data for budgeting, while not being the primary owner of budget formulation.
     
• Legal
  • Take ownership of company-wide legal operations in collaboration with internal and external resources.
  • Supervising in-house legal staff and serving as the primary contact for external legal counsel.
  • Overseeing contract management processes, including reviewing and archiving agreements.
  • Monitoring regulatory updates and ensuring company practices remain legally sound.
  • Supporting legal risk mitigation through proper documentation and cross-departmental coordination.
  • Responding to internal inquiries and guiding teams in compliance with legal requirements and internal policies.

3. Process Improvement and Standardization

• Identify overlaps, bottlenecks, or risks in administrative workflows and propose improvements.
• Build and maintain structured back-office processes (HR / Finance / Legal) for long-term scalability and transparency.
• Promote consistency and operational discipline across teams

Preferred Qualifications:

• 7+ years of experience in administrative, legal, HR, or finance management
• Solid understanding of Vietnamese labor laws, legal systems, and accounting/tax regulations
• Strong organizational skills with experience in managing internal teams and external partners
• Experience working with Japan-based companies or cross-cultural teams is a plus
• Fluent in Vietnamese and business-level English; Japanese is a strong advantage

Key Attributes:

• Highly responsible and risk-aware
• Strong communicator and collaborator
• Process-oriented with attention to detail
• Proactive in ensuring legal and operational integrity