Business Support Coordinator

Role Overview

The Business Support Coordinator is responsible for managing the end-to-end documentation lifecycle for Cambodia finance operations, ensuring all tax invoices, vendor documents are timely collected, scanned, filed, and retained in compliance with local regulatory requirements (including a 10-year document retention obligation under Cambodian tax law). This role serves as a critical link between the local administrative function and the regional finance team.

Key Responsibilities

1. Tax Invoice Management

• Print/Issue tax invoices from Flexport's internal operating system (Core) upon customer payment confirmation and invoice collection requests.
• Liaise with customers to coordinate timely delivery or handover of original tax invoices.
• Conduct daily visits to vendor/carrier offices across Phnom Penh to collect original tax invoices for services or goods paid by Flexport, in line with local market practice.
• Maintain a tracking log of all invoices issued and received, flagging any outstanding or missing documents.

2. Document Scanning & Digital Archiving

• Ensure all received paper invoices and supporting documents are scanned promptly and uploaded into Core or the designated Google Drive folder in an organised and consistent folder structure.
• Perform quality checks on scanned documents to ensure legibility and completeness before filing.
• Maintain and update the digital document repository on an ongoing basis, ensuring easy retrieval for audit or reporting purposes.

3. Physical Document Management

• Organise and maintain physical paper files in a secure, systematic manner, categorised by document type, vendor/customer, and period.
• Ensure physical records are properly stored and accessible for a minimum retention period of 10 years in compliance with GDT requirements.
• Conduct periodic reconciliation between physical files and the digital archive to identify and address any gaps.

4. Finance Team Coordination & Filing Support

• Act as the primary point of contact for document requests from the Finance team and external advisors.
• Coordinate with the Finance team and external tax advisors to provide requested documents, schedules, and supporting records in a timely manner.
• Accurately enter invoice data into the tax filling template including vendor details, invoices numbers, dates, amounts, applicable tax fields.
• Support the Finance team in responding to any document-related queries from the General Department of Taxation (GDT) or other authorities, by retrieving and organising relevant records.
• Assist in maintaining an up-to-date vendor contact list for invoice collection coordination purposes.

Required Qualifications

• 1-2 years preferred in finance support,document management role, familiarity with Cambodian tax invoice requirements and GDT regulations within a logistics company.
• Proficiency in Google Workspace (Drive, Sheets, Docs) and general computer literacy.
• Experience using ERP or operational systems (training on Core will be provided).
• Strong attention to detail and organisational skills.
• Good command of written and spoken English and Khmer.

Key Competencies

• Reliability and follow-through able to manage recurring tasks independently without close supervision.
• Proactive communication flags issues early and keeps stakeholders informed.
• Detail orientation meticulous in document tracking, naming conventions, and filing accuracy.
• Adaptability comfortable navigating both digital tools and physical document workflows.
• Integrity handles sensitive financial documents with confidentiality and care.