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OPERATIONS LEAD

Ho Chi Minh City, Vietnam
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OPERATIONS LEAD

Title: Operations Lead
Location: Ho Chi Minh City, Vietnam
Report to: Head of Program & External Relations
Type: Full-time, On-site

Position Overview

The Operations Lead is responsible for supporting the smooth and efficient execution of HKU Vietnam’s programmes, projects, business trips, delegations, events, and day-to-day office operations.

This is a hands-on coordination role that works closely with internal teams and external partners to ensure that operational arrangements, project documentation, logistics, and follow-up activities are completed accurately and on time.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple projects and stakeholders in a fast-paced, multicultural environment.

Key Responsibilities

1. Programme, Project & Trip Operations (Approx. 70% of role)

  • Coordinate the operational execution of HKU Vietnam’s programmes, projects, events, business trips, and delegations.

  • Prepare and maintain project-related documentation, checklists, schedules, timelines, and operational records.

  • Coordinate logistics for HKU visitors, faculty, staff, delegates, speakers, and external partners.

  • Support arrangements including transportation, accommodation, venue setup, catering, meeting schedules, materials, and other project logistics.

  • Coordinate with internal teams and external vendors to ensure activities are delivered according to agreed timelines and requirements.

  • Track project progress, identify potential operational issues, and follow up with relevant stakeholders to ensure timely resolution.

  • Provide on-site operational support for major events, programmes, and delegation visits when required.

  • Support post-project follow-up, including documentation, vendor coordination, and operational close-out.

2. Procurement & Project Documentation (15%)

  • Support project teams in preparing quotations, purchase requests, vendor documents, and other operational paperwork.

  • Coordinate with relevant internal teams to ensure required approvals and documentation are completed on time.

  • Maintain organized records of project-related documents, vendor information, and operational deliverables.

  • Follow up on outstanding documentation and operational requirements throughout the project lifecycle.

3. Office & Operational Coordination (10%)

  • Support the smooth day-to-day operational functioning of the HKU Vietnam office.

  • Coordinate office facilities, supplies, equipment, maintenance, and service providers as required.

  • Liaise with vendors and internal stakeholders to resolve operational issues in a timely manner.

  • Maintain basic operational records and trackers related to office and shared operational resources.

4. Process Improvement & Ad-hoc Support (5%)

  • Develop and maintain practical checklists, trackers, templates, and standard workflows for recurring programmes and projects.

  • Identify operational bottlenecks and recommend practical improvements.

  • Provide ad-hoc operational support to the Executive Director and HKU Vietnam teams on special projects and initiatives.

Qualifications & Experience

  • Bachelor’s degree in Business Administration, Operations Management, Hospitality, Project Management, or a related field.

  • Minimum 3–4 years of relevant work experience in business operations, project coordination, event operations, or a similar role.

  • Experience in coordinating projects, programmes, events, business trips, or delegations is highly preferred.

  • Experience working in an international organization, education institution, consulting firm, or other multicultural environment is an advantage.

  • Strong organizational and project coordination skills, with excellent attention to detail.

  • Good command of both English and Vietnamese, with the ability to communicate effectively with international stakeholders.

  • Proficient in Microsoft Office, Google Workspace, and other common workplace productivity tools.

  • Able to manage multiple projects and priorities simultaneously while meeting deadlines.

  • Strong follow-up and stakeholder coordination skills.

  • Proactive, hands-on, and solution-oriented approach to work.

  • Willingness to travel and provide on-site support for HKU Vietnam programmes and events when required.

Preferred Attributes

  • Strong ownership and a “can-do” mindset.

  • Comfortable working independently in a lean and fast-paced organization.

  • Able to anticipate operational needs and potential problems before they arise.

  • Professional, reliable, and highly organized.

  • Strong interpersonal skills and ability to work collaboratively across different teams.

  • Comfortable working with senior stakeholders, international colleagues, vendors, and external partners.

  • Willing to take ownership of tasks from planning through execution and follow-up.

Application Information

  • How to Apply: Interested candidates are invited to submit CV and cover letter at the button APPLY NOW above. 

  • Application Deadline: Oct 30, 2026 (or until the position is filled)

  • Only shortlisted candidates will be contacted.

  • For enquiries regarding the position, please contact us at info@hkuvn.edu.vn.