Trips Coordinator - Working At Vinhomes Riverside Long Bien, Hanoi

TRIPS:
School paid residential trips and day trips
- Coordinate with teachers to organize School day and residential trips/events for students.
- Negotiate with service providers for the best services and quotations. The services include but not limit to list of participants, accommodation, transportation (travel documents, air tickets, bus, boat…), food, guide, T-Shirt/hoodies and insurance.
- Liaise with Purchasing Coordinator in booking tickets and travel documents requirements.
- Involve in finding suppliers and inspection of trips. Keep legal requirements of suppliers (Company profile, Business license, COC,..). Support risk assessment procedure.
- Process all payments which are related to the trip. In charge of all paper work: quotations, ask for approval of trip budget, contracts, liquidations, invoice, etc.
- First check of all services (bus/car, itinerary) of the trip: present to support trip’s departing and returning time.
- Make sure relating departments (Bus, Primary/Secondary Office) know about list of students absent from school for trips. Arrange nurse to go with trips and covering options.
- Attending as emergency contact between parents and students/teachers during the trip. Reply to requirements appearing during the trip.
- Communicate with trip participants and teachers to collect their feedback on the services.
- Do evaluation for each service provider and maintain their profile.
- Deal with issue relating travel insurance.
- Make annual budget for School trips and coordinate with teachers for scheduling annual trip calendar.
- Record all expenses for the trip/events. Make finance report after every trip.
Student paid residential trips (including but not limited of DOE, sport fixtures oversea and sport tournament hosted by school and subject trips (Spanish, Geography...).
- Include all requirements as in the school paid trips above.
- Support teachers in budget planning: make sure the fee charged to each student can cover all expenditures of students and relating teachers.
- Regular report on cost paid for trips. Arrange refund of left-over fees to students by the end of year.

COMMUNITY SERVICES SUPPORT:
(Report to Community Service Manager)
- To assist to identify appropriate local community service opportunities that the schools can develop as their own.
- To assist to develop links with existing charitable organisations within Vietnam.
- Meet on a regular basis with relevant teachers in order to ensure consistency and continuity between new and existing projects.
- To assist to maintain good relationships with the PTG and secure their support and involvement in projects.
- To assist to develop joint Community Service projects with schools outside of Vietnam.
- To assist to provide suitable photographs and text for marketing purposes and school publications.
- Submit a monthly Community Service report to the Principal/ Community Service Manager detailing meetings, tangible leads developed, issues and successes.

PURCHASING TASKS:
(Report to Purchasing Manager)
To assist purchasing manager to implement purchasing tasks upon request. It is included but not limited to local purchase and oversea purchase, online purchase related activities….
• To performs other reasonable duties given by Business Director/ Community Service Manager/ Purchasing Manager

- Bachelor’s Degree or equivalence.
- Have good numeracy and budgeting skills.
- Have good planning and organisational skills.
- Have strong negotiation and communication skills.
- Have a good command of English.
- Have good inter-personal skills.
- Be able to work independently and as part of a team.
- Be able to network effectively and willing to be contact point.

- 13th month
- Lunch
- Insurances

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