Senior Project Coordinator

Senior Project Coordinator

Connecty · Ho Chi Minh City

Full-time, on-site Level: Senior (3–5 years)

Reports to: Project Manager

A. About Connecty

Connecty is a Ho Chi Minh City project-management firm delivering premium architecture and interior fit-out for international luxury brands in fashion, hospitality and F&B — the flagship stores and five-star spaces you already know. 100+ projects delivered, USD 20M+ portfolio. We act as the owner's representative, so the quality bar is the brand's, not the contractor's.

B. About this role

You are the Project Manager's coordination arm. He runs finance, operations and projects; you run the system that makes sure everything he delegates, decides or promises actually happens — across every project and every department. Half your week is his: decision logs, open-loop chasing, meeting prep, first-draft correspondence. The other half keeps the PM team's coordination tight: document control, sub-consultant follow-ups, client responses. You don't wait to be told what to chase — you already know, because you own the tracker.

This is not a junior admin seat and it is not a classic EA seat. It's for someone who has already run coordination in a deadline-driven business and wants to sit at the centre of one.

C. What you'll do (a normal week)

1. Own the company follow-up system: every commitment out of leadership and project meetings logged with a named owner and date, chased before it's late, escalated when it stalls — you close loops, not open tickets
2. Prepare the Project Manager's meetings: agendas, briefing notes, the numbers he'll be asked about — and issue minutes within 24 hours, every decision with an owner and a due date
3. Draft client, supplier and consultant correspondence in English for the Project Manager's review — you write the first version, he edits, you learn until he stops editing
4. Compile the weekly leadership report from project trackers — clean data, no chasing required by anyone above you
5. Keep document control standards running across projects: filing structure, naming, versioning — and spot-check that the latest document is findable in under a minute
6. Chase sub-consultants and subcontractors before deliverables are due; handle routine client follow-ups the same working day; escalate anything beyond routine immediately
7. Run your entire coordination system on our AI stack — we work with Claude (Cowork) daily for drafts, trackers, minutes and follow-ups. You check, correct and own every output that goes out under your name

D. What success looks like

1. Nothing the Project Manager delegates goes quiet: 100% of delegated items tracked, chased or escalated — he never has to ask "what happened to…" twice
2. Minutes within 24 hours; reminders at least 3 working days before every deliverable; overdue items chased or escalated within 24 hours
3. The weekly leadership report lands complete without anyone chasing you for inputs
4. Within 3 months, the Project Manager's own follow-up list is empty — because it's yours

E. Requirements

1. 3–5 years in project coordination, PMO, document control or executive support in a deadline-driven environment — construction, fit-out, architecture or design strongly preferred
2. Strong written and spoken English: you'll draft client correspondence and sit in client meetings, not just forward emails. Fluent Vietnamese for daily work with subcontractors and sub-consultants
3. AI literacy is essential, not optional: you already use AI tools (Claude, ChatGPT, Copilot or similar) daily for real work — drafting, summarising, building trackers — and can walk us through exactly how. We run on Claude Cowork; you'll be expected to run your full coordination system on it within your first month
4. Self-running: you set your own plan, report on a fixed cadence, and chase things to done without being reminded — if you need a manager to keep your tracker alive, this role will not work
5. Comfortable politely but relentlessly chasing people senior to you — including the Project Manager himself
6. Discretion: you'll sit next to company financials, contracts and people matters — confidentiality is a condition of the seat, in writing

F. Nice to have

1. Hands-on Claude Cowork experience for real deliverables — trackers, minutes, document systems — not just chat
2. Experience supporting a founder, director or C-level directly
3. Document-control or project tools experience (SharePoint, Drive structures, Asana/Trello or similar)
4. Enough AutoCAD/PDF-markup literacy to open, check and print drawings correctly
5. Vietnamese↔English drafting ability for contracts and formal correspondence

G. Compensation & benefits

1. 16–20M VND gross/month, placed by experience and demonstrated autonomy
2. 13th-month salary before Tet
3. Social insurance (BHXH/BHYT/BHTN) paid on 100% of your real salary — not the legal minimum
4. 12 days annual leave + Vietnamese public holidays
5. Salary reviewed at 6 and 12 months — not once a year
6. A seat at the centre: you work directly with a co-founder, see how the whole business runs, and grow toward PMO / operations leadership as we scale

How to apply

Send your CV in English, plus a short note (5–8 sentences, in English) covering two things: (1) the follow-up or tracking system you personally ran in your last role — what it caught, and one thing it missed; (2) which AI tools are in your daily workflow and what you actually use them for. Using AI to write this note is fine — tell us which tool and how. Applications without this note won't be prioritised.

[email protected]

[email protected]