Events Logistics Officer

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RMIT Vietnam is looking for an Events Logistics Officer to support the smooth delivery of university events at our Hanoi campus. This role will coordinate logistics, vendors, venues and on-site operations to ensure every event is well organised, professionally delivered and runs seamlessly from start to finish.
In line with our current recruitment and selection guidelines, this role is open to Vietnamese candidates only. Expected start date: at the earliest available opportunity.
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 candidates.
- 13th month bonus
- Private Health insurance for you and your family, plus Personal Accident Insurance
- Generous annual leave, sick leave, volunteer leave and public holidays (Christmas and Tet Holidays)
- Professional development and career advancement
- Access to state-of-the-art facilities and resources
- A vibrant and diverse campus life and more!
POSITION SUMMARY
The Events Logistics Officer supports the planning and execution of university events in Hanoi by coordinating logistics, vendors, and operational services.
Working under the guidance of the Events Operations Specialist, the role is responsible for ensuring all logistical components, including catering, venue arrangements, entertainment, and support services, are delivered effectively and aligned with event requirements. The position plays a key role in maintaining smooth operations through detailed coordination, vendor management, and on-site support across all event phases.
KEY ACCOUNTABILITIES SUMMARY
Catering Coordination
- Coordinate catering services for events, including menu selection, quantity planning, dietary requirements, and service flow, in alignment with event scale and audience profile.
- Liaise with internal teams and catering vendors to arrange appropriate facilities and service setup (e.g. room layout, serving stations, storage, back-of-house areas).
- Ensure catering plans align with event timelines, guest flow, and venue conditions.
- Monitor catering setup and service delivery onsite to ensure quality, hygiene standards, and adherence to agreed scope.
- Support coordination of any on-the-day adjustments or issues, ensuring minimal disruption to guest experience.
- Mentor students participating in the University Events Apprentice Program by coaching on food and beverage operations, regulatory compliance, service standards, and catering logistics.
Venue, Facility & Site Services Coordination
- Coordinate requirements for furniture, fixtures, utilities, and equipment. Liaise with Property Services and internal teams to conduct pre-event checks, ensuring all spaces and services are set up according to plan.
- Manage the delivery of essential site services, including cleaning, parking, and medical support. Track vendor timelines to ensure alignment with the operational schedule and report any readiness issues to the Events Operation Specialist.
- Provide active on-site coordination by assisting in the management of vendors, casual labor, and volunteers. Monitor assigned event areas to ensure smooth service delivery and positive attendee experience.
- Assist in crowd flow observation and implement basic operational adjustments as directed. Support real-time problem-solving by coordinating with relevant parties to resolve immediate issues.
- Support post-event pack-down and site reinstatement to ensure the venue is returned to its original condition.
Administration & On-site Operational Support
- Handle the end-to-end administrative lifecycle for event logistics, technical equipment and supporting services, including preparing contracts, purchase requests (PR/PO), and payment documentation (Workday).
- Prepare and maintain all operational materials, including checklists, equipment registries, and service tracking logs to ensure seamless delivery.
- Support the sourcing, booking, and coordination of performers, talents; coordinate schedules, rehearsals, and run-of-show details to ensure smooth integration into the overall event program.
- Arrange booking for photography and filming and on-site coordination as required.
- Assist infrastructure setup and livestreaming production activities as required.
- Assist the sourcing, onboarding, and performance management of outsourced labours by delivering detailed briefings, training, and operational guidelines to ensure their readiness and compliance. Build and maintain a reliable network of suppliers and workforce resources to support future event delivery
- Act as a primary point of coordination for vendors, staff, and casual labours during event operations; monitor real-time operations to ensure all elements align with the run sheet.
- Support the post-event review process by consolidating documentation and service records for final reporting and analysis.