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

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.