Marketing Coordinator Executive

WHAT WE OFFER: We treat people fairly and with dignity, keeping a healthy perspective about life and work and fostering a positive and enjoyable work environment with appealing benefits as below:
A competitive monthly salary
13th month Tet bonus & bi-annual performance bonus
12 Annual Leaves + 2 Sick Leaves + 1 Birthday Leave
Annual salary review
Attractive employee awards: Employee of Year, Semi-Annual outstanding employee
Social insurance and healthcare insurance upon Vietnam Labor Code
PTI insurance package, and annual health check
An open culture that spurs creativity, innovation, and inclusivity
Diverse activities to foster relationships, including company trips, year-end party, employees' birthdays
An open-space office, a cafeteria, and a range of modern equipment
Other allowances from referrals and special occasions (weddings, seniority, and new-born baby)
WHAT YOU WILL BE DOING:
1. Client & Stakeholder Communication
Communicate client expectations and coordinate with relevant internal and external stakeholders to ensure clear and consistent communication.
Respond to client emails promptly and professionally within the assigned decision-making authority.
Coordinate communication between clients, internal teams, and external partners, including offshore SEO and web development teams.
Prepare meeting agendas and pre-reading materials, take meeting minutes, and distribute them to relevant stakeholders within 48 hours.
2. Briefing & Task Coordination
Review all client and internal briefs before forwarding them to delivery teams, ensuring they clearly outline the project context, deliverables, success criteria, deadlines, constraints, required inputs, assets, and client-side approvers.
Identify missing information, ambiguities, or conflicting requirements in briefs and clarify them with clients or relevant stakeholders before work begins.
Coordinate communication between specialist teams, clients, and relevant internal stakeholders to ensure questions are addressed, decisions are documented, and everyone works with the latest information.
Translate delivery team questions into clear, client-ready requests and convert client feedback into specific, actionable instructions for delivery teams.
3. Delivery & Project Tracking
Track project deliverables and deadlines by regularly updating project trackers with task statuses, due dates, risk indicators, and other relevant information.
Proactively identify potential delivery delays or risks and report them in writing to the relevant management stakeholders as soon as they arise.
Record client approvals and feedback, and manage document version control to maintain accurate project records.
Review completed work before submitting it for final review by the relevant management stakeholders.
Process Google Business Profile and Apple Maps listing updates and requests based on approved briefs.
4. Reporting & Administrative Support
Coordinate the preparation of monthly client reports and notify relevant contributors when reports are ready for their comments or additional input.
Track client requests against agreed project scopes, identify potentially out-of-scope work, and prepare change requests for approval.
Coordinate client onboarding administration, including kickoff checklists, confirming access to relevant platforms (GA4, Google Search Console, Google Business Profile, CMS, and hosting), and setting up project folders and communication channels.
Maintain up-to-date CRM records and reminders for pitch follow-ups.
Coordinate the preparation of proposals and pitch materials by assembling documents, managing templates, collecting input from contributors, formatting materials, and tracking deadlines.
Prepare Master Service Agreements (MSAs) and Statements of Work (SOWs) using approved templates for review and sign-off.
Maintain a contract and renewal calendar in accordance with MSA terms, and notify relevant management stakeholders 90 days before any MSA or SOW expires.
5. Content & Marketing Support
Schedule and publish occasional organic social media posts for the company and its clients using approved copy and creative assets, ensuring all content is reviewed by the appropriate stakeholders before publication.
Make minor updates to existing advertising assets, such as resizing visuals, changing copy or promotional offers, and adapting materials to platform specifications using Canva or similar tools.
Support basic advertising asset adjustments without taking responsibility for developing new creative concepts or designs.
6. Communication & Decision-Making
Independently handle routine client communications, including project status updates, scheduling, follow-ups on pending approvals and assets, and confirmation of received information.
Obtain management review before communicating sensitive or high-impact matters, including delivery delays, missed deadlines, scope-related questions, complaints, new client opportunities, and social media content.
Escalate brief gaps or unclear requirements that may affect project scope, budget, or timeline before proceeding.
Refer pricing, fee discussions, negotiations, contract terms, performance result explanations, and escalations to the relevant management stakeholders.
7. Cross-functional Collaboration
Work closely with client services, SEO, web development, performance marketing, and other delivery teams to ensure smooth coordination across client projects.
Follow up with relevant stakeholders to collect required information, resolve questions, and keep project activities on track.
Maintain clear and timely communication with distributed teams across different functions and time zones.
WHAT WE ARE LOOKING FOR
Qualifications & Requirements (Must-have)
At least 2 years of experience in a coordination role within a digital marketing agency or a similar service-oriented business.
Excellent written English communication skills, with a warm, concise, and professional tone suitable for communicating with Australian clients.
Strong organizational and multitasking skills, with the ability to coordinate multiple clients, projects, and deadlines simultaneously.
Ability to review briefs, identify missing or unclear information, and ask the right questions to ensure tasks are complete and deliverable.
Proactive and detail-oriented, with the confidence to raise potential risks, clarify requirements, and seek confirmation rather than make assumptions.
Familiarity with digital marketing terminology and platforms, including SEO, web development, GA4, Google Search Console, Google Business Profile, CMS platforms, staging sites, Apple Maps, Canva, and Google Sheets.
Nice-to-Have
Familiarity with Slack, Jira, or similar project management and communication tools.
Experience coordinating communication and workflows across distributed or offshore teams.
Experience scheduling and publishing organic social media content across platforms such as Instagram.
Basic understanding of Meta Ads and Google Ads asset specifications.
Personal Attributes
Highly organized, responsible, and attentive to detail.
Strong communication and coordination skills, with the ability to work effectively with different stakeholders.
Proactive in identifying potential issues and following up on pending tasks.
Able to manage competing priorities and work effectively under deadlines.
Adaptable and comfortable working with cross-functional and international teams.
WORK LOCATION: Onsite at The District Building, 159C De Tham, Cau Ong Lanh Ward, HCMC
WORKING HOURS: 7AM - 4PM (Mon - Fri)