Coordinator, Summit Logistics and Reporting (06-month & Third-party Contract)

Overview:

RMIT Vietnam is seeking a Coordinator, Summit Logistics and Reporting is responsible for planning and coordinating all operational, logistical, procurement, and reporting activities to ensure the successful delivery of RMIT Vietnam's participation in major summits and events. This role acts as the central liaison between internal stakeholders and external vendors, overseeing timelines, budgets, on-site event execution, and post-event reporting to maximize engagement outcomes and operational efficiency.

WHY JOIN RMIT VIETNAM?

At RMIT Vietnam, international exposure meets real-world impact through strong industry and government collaboration. Working at RMIT means building a meaningful career while creating impact in a high-performing environment.

Further insight into our mission, impact and global connections is available in the RMIT Vietnam Profile.

WHAT WE OFFER

• Competitive remuneration VND package for Vietnamese candidates.

• Contract duration: 6 months

• Free use of onsite sports and fitness facilities

• Library on campus and online - access to the RMIT Australia online library

• Access to state-of-the-art facilities and resources

• A vibrant and diverse campus life and more!

POSITION SUMMARY

The Coordinator, Summit Logistics and Reporting is a project-based, contingent support role within Office for Research & Innovation established to provide operational, administrative, and logistical coordination for RMIT Vietnam’s presence at the upcoming summits. Reporting to the Manager, Research Engagement & Publicity, the incumbent is responsible for ensuring the seamless execution of summit activities by managing timelines, trackers, and procurement workflows.
This hands-on position acts as a central point of operational contact, working closely with vendors, contractors, and internal stakeholders to coordinate physical logistics, supervise site installations, and compile post-summit engagement reports. The role requires exceptional organizational and analytical skills, a strong grasp of timeline tracking, and the agility to troubleshoot real-time logistical issues in a fast-paced environment.
 

Key Accountabilities Summary

1. Governance, Timelines & Project Tracking

• Establish the official summit toolkit, project tracker, and comprehensive operational documentation to maintain clear visibility of all deliverables.
• Develop and manage master timelines, checklists, and schedules to ensure all key tasks are executed systematically and on time.
• Maintain accurate database records and inventory trackers for summit materials and operational supplies.

2. Procurement & Contract Management

• Formulate detailed budget estimates and track all upcoming summit expenses to ensure strict compliance with RMIT financial guidelines.
• Manage the procurement lifecycle: draft technical specifications, request booth quotations from designated design and production vendors, and compare vendor proposals.
• Coordinate the confirmation of selected booth designers and contractors and manage the preparation of vendor contracts.
• Issue purchase requests and handle invoice reconciliation, closing out the project with a finalized budget-to-actual summary.

3. Logistics & Quality Coordination

• Supervise the preparation of summit merchandise in coordination with promotional materials and collateral packages.

4. On-site Operations & Participant Engagement

• Supervise physical booth installation, setup, and safe dismantling (pack down) at the summit venue.
• Liaise directly with visitors, students, VIP guests, and summit organizers on-site to handle inquiries and manage crowd flow.
• Manage booth workflows and coordinate rapid-response troubleshooting.
• Design participant feedback forms and QR codes to optimize attendee engagement and capture potential leads during the summit.

5. Reporting & Asset Capture

• Coordinate the collection and organization of event assets, including photographs, media files, and digital materials.
• Draft the comprehensive post-summit operational report, detailing the number of visitor engagements, potential leads generated, and qualitative feedback.

6. Others

• Perform other duties as directed within the scope of summit preparation and reporting, as and when the need arises.
• Be a positive change influencer and advocate for service excellence and continuous improvement across Office for Research & Innovation.

Key Selection Criteria

• A relevant Bachelor’s degree.
• Demonstrated at least 3-year experience in providing a high level of administrative support, logistics coordination, and operational reporting in a medium to large scale organisation.
• Highly developed interpersonal skills, including the demonstrated ability to effectively communicate with staff and vendors at various organisational levels and to work cooperatively as a member of a team.
• Well-developed organisational, planning, and analytical skills with a high level of attention to detail and the ability to prioritise tasks.
• Demonstrated skills in database management, record keeping, and budget tracking; experience in using a range of Microsoft Office Suite programs (particularly advanced Excel for reporting).
• Possess strong verbal and written communication skills in both English and Vietnamese, with the ability to effectively engage with a diverse range of stakeholders.
• Appointment to this position is subject to passing a Working with Children check.
• Ability to display appropriate behaviours in line with the position, as per the RMIT Behavioural Capability Framework (Connectedness, Commitment to Excellence – Improve and Simplify; Imagination and Innovation; Impact; Inclusion; Agility).
• Ability to display appropriate behaviours in line with the position, and RMIT Values.

More information is available in the Job Description.

HOW TO APPLY

To be considered for this role, it is mandatory to submit both a resume and a cover letter. Please click on the 'Apply' link provided in this Job Ads to initiate the application process.

Please note that we will be running a rolling recruitment process, so please apply as soon as possible.

Compliance Requirements

All academic appointments at RMIT Vietnam must meet University and local regulatory requirements, including English proficiency, background checks, and (for international candidates) eligibility for a work permit.

English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) with a score of at least 6.0 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines).

Further guidance will be provided during the recruitment process.

RMIT UNIVERSITY COMMITMENT

RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work. All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students. Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.

IMPORTANT NOTICE:

• Please ensure that your application is submitted through our Workday system on the RMIT Careers page. We do not accept applications through other means.

• RMIT Vietnam will never request any fees or payments during the application process. Be vigilant about scams asking for payment to apply.

• For any questions or support, feel free to reach out to our Talent Acquisition team at [email protected]

#RMITVietnam

Applications Close:

18 thg 8 2026 11.59 pm

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.  As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.

https://www.rmit.edu.vn/about-us