Role Description
This role will be responsible for organizing, coordinating, and executing corporate training events. Day-to-day tasks will include managing event logistics, liaising with vendors and partners, ensuring effective budget management, and monitoring event success metrics to drive improvements.
This is a full-time, on-site role based in Ho Chi Minh City, Vietnam. The employment contract will be under a Third-Party Company.
Key Responsibilities
A. Event Coordination
- Support planning and execution of weekly, monthly, and large-scale company events and trainings
- Coordinate with internal stakeholders to align event requirements and timelines
- Manage on-site event operations, including venue setup, equipment, and logistics
- Conduct final checks and troubleshoot issues during events
B. Administration & Documentation
- Prepare, process, and track all event-related documentation, including: Purchase Orders (PO), Vendor contracts and agreements, Payment requests and liquidations, Approval forms and supporting documents, etc.
- Ensure accuracy, completeness, and compliance of all paperwork according to company policies and audit requirements
- Proactively follow up on multi-step approval processes and ensure timely completion
- Maintain proper document filing and audit-ready records
C. Financial & Vendor Management
- Coordinate with vendors and support negotiations to achieve cost efficiency
- Track event budgets and ensure all expenses are properly documented and approved
- Follow up on payment processes with Finance and related stakeholders
D. General Administration & Reporting
- Prepare event reports and data consolidation for post-event analysis
- Support scheduling meetings, coordinating calendars, and taking meeting minutes
- Assist with internal reporting and data tracking as required
- Other tasks assigned by Line Manager,
Qualifications
- Minimum 1 year of experience in event coordination and/or administrative roles
- Strong experience in handling paperwork, approvals, and financial documentation processes
- Proficient in MS Office (especially Excel and PowerPoint)
- Experience working with internal systems (PO, payment, approval workflows) is an advantage
- Exceptional attention to detail and accuracy
- Strong organizational and documentation management skills. Ability to manage complex administrative processes with multiple stakeholders
- Proactive, responsible, and able to follow through tasks independently
- Ability to work under pressure and manage tight deadlines
- Willingness to travel and work outside normal hours (weekends/evenings) when required by events
- Bachelor's degree in Event Management, Business Administration, Marketing, or related fields
