About the Role
We are seeking a detail- oriented and reliable Admin & Accounting Coordinator to support the smooth day- to- day operations of STEAM for Vietnam.
In this role, you will help us keep the engine running behind the scenes by supporting:
Grant and contract documentation
Basic finance tasks
Administrative paperwork
Purchasing & vendor coordination
You will work closely with the Finance/Operations Lead, Program Leads, and Fundraising & Partnerships Manager to ensure our projects comply with donor requirements and internal policies.
Key Responsibilities
Maintain Google Drive folders and internal trackers, ensuring documents are named and stored consistently.
Prepare, organize, and file contracts, MOUs, quotations, payment requests, and other documents.
Support the collection of signatures and approvals (digital or physical) from relevant stakeholders.
Coordinate with vendors for invoices, payment details, and delivery confirmation.
Help ensure purchases follow basic procurement rules (documentation, approvals, receipts).
Support procurement processes: request quotes, compare options, prepare simple purchase summaries.
Help prepare payment requests, reimbursement forms, and expense reports for review.
Support the Finance/Operations Lead in tracking project budgets vs. actual spending.
Assist with basic bookkeeping tasks, such as recording expenses in spreadsheets or templates.
Track simple grant- related deadlines (report due dates, financial report timelines).
Maintain grant documentation folders (proposals, contracts, reports, financial attachments).
Support the preparation of financial attachments for donor reports (exporting data, formatting spreadsheets, gathering supporting documents).
Work with Program Leads to gather necessary paperwork related to activities (attendance lists, invoices, receipts).
Help prepare basic admin/finance summaries for internal meetings.
Flag risks or delays early (missing documents, unclear invoices, upcoming deadlines).
Qualifications
Experience
Familiarity with basic accounting concepts (invoices, receipts, reimbursements) is helpful but not mandatory; willingness to learn is essential.
Prior experience in administration, finance support, operations, or office management is a plus (non- profit or start- up experience is a bonus).
Skills & Mindset
Comfortable working with Google Sheets/Excel, Google Docs, and Google Drive.
Good organizational skills; able to keep documents, links, and trackers tidy and up to date.
Clear and professional communication in Vietnamese; basic working English is a plus.
Strong attention to detail and respect for accuracy in paperwork.
Passionate about education and social impact, and happy to support behind- the- scenes work that enables large- scale programs.
Reliable, proactive, and comfortable asking questions when something is unclear.
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