PMO and Commercial Senior Coordinator

Overview

RMIT Vietnam is looking for a PMO & Commercial Senior Coordinator to support its infrastructure portfolio through contract administration, procurement coordination and expenditure tracking. Working with project teams and senior leaders, you’ll help strengthen governance and provide clear, timely visibility of project performance.

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 Vietnamese candidates.

• 13th month Tet 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 PMO & Commercial Senior Coordinator is the operational engine of the Vietnam Infrastructure PMO, delivering commercial and contract administration in line with PMO governance standards and RMIT policy. The role manages the end-to-end lifecycle of consultant, contractor and vendor contracts – from drafting, routing and execution through to variations, payment certification and close-out – while overseeing procurement transactions, expenditure and commitment tracking on RMIT's ERP system (Workday) for all infrastructure projects. Acting as a central point of contact for commercial and contract matters, the role maintains the PMO's contract repository, master schedule of record and performance dashboards, giving senior leadership timely, accurate visibility of project and portfolio status. The position also drives consistency across the PMO by deploying standardised templates and tools and supporting continuous improvement of commercial and administrative processes. With strong attention to detail and sound commercial judgement, the PMO & Commercial Senior Coordinator safeguards governance and control across Vietnam Infrastructure's portfolio.

Reporting Line

Reports to:  Head of Commercial Strategy and Planning

Reporting lines may be adjusted in line with organisational changes.

Key Accountabilities Summary

Commercial & Contract Administration

• Managing the contract administration of various contracts, including consultant contracts, ensuring compliance with RMIT policies and legal standards, while also facilitating the drafting, review, and execution of contracts with consultants, contractors and vendors.

• Oversee the commercial aspects of infrastructure projects, such as business case preparation, procurement service requests, budget tracking, cost analysis, and financial reporting, in close collaboration with external consultants and finance teams to ensure project finances are managed effectively and cost-effectively.

• Manage consultant contracts from inception to completion, ensuring deliverables align with RMIT project goals, and collaborate with consultants to define project scopes, timelines, and performance metrics.

• Coordinate the routing, approval and execution of contract documents, and ensure all signed agreements are properly archived and logged in the contract register.

• Oversee the handling of variations to contracts, ensuring proper documentation and communication.

• Ensure that all contractual obligations, including variations, comply with relevant regulations and standards, and work with RMIT Risk and Legal to identify and mitigating potential risks related to contracts, variations, and financial matters.

• Implement and uphold high standards in contract administration processes, including variations, and conduct regular reviews to ensure accuracy and compliance with RMIT University policies.

• Draft and review standard commercial contracts, letters of engagement and variation documents, using RMIT's Commercial Toolkit templates and in accordance with RMIT policies and legal standards.

• Check and verify payment documentation and supporting evidence (invoices, milestone certificates, VAT invoices) for accuracy and completeness prior to submission for approval and payment processing.

• Track and monitor performance bonds, bank guarantees and other contractual security instruments, including expiry and renewal dates, and facilitate vendor payment milestones in line with contract terms.

• Address issues related to contract administration, variations, or financial matters within the team and different RMIT departments, seeking resolutions that align with RMIT University policies.

PMO Governance & Stakeholder Coordination

• Coordinate executive briefings and maintain the master schedule of record for the Infrastructure PMO, ensuring senior leadership has timely and accurate visibility of program and governance status.

• Coordinate and maintain the centralised repository of all PMO project paperwork, contracts and records, ensuring documents are properly filed, version-controlled and readily retrievable for audit and reporting purposes.

• Act as a point of contact for stakeholders on contract and financial matters, and communicate effectively with vendors, consultants, and partners to ensure the smooth execution of contractual obligations.

• Collaborate with RMIT departments, including Finance, Legal and project teams, to ensure alignment in contract and commercial activities, and facilitate effective communication between project stakeholders.

Data, Systems & Reporting

• Process and monitor commercial transactions, purchase orders, and payment requests on the ERP system (Workday), ensuring data accuracy and timely processing in line with PMO SOPs.

• Develop and maintain accurate documentation related to contracts, contract payments and project activities, and prepare regular reports on project budgets and financials, highlighting key metrics and providing insights.

• Consolidate weekly and monthly project updates into Power BI/Excel dashboards, developing and maintaining accurate, timely reporting and performance insights for senior leadership review.

PMO Governance, Framework & Process

• Develop and maintain the Infrastructure Commercial Toolkit  covering procedures, workflows, tender and contract administration templates, the risk register, evaluation forms and user guides from sourcing to contract close-out. Work with Procurement, Legal, Finance and project teams to confirm requirements and keep the toolkit aligned with University policies and approval frameworks. Support project teams to apply it consistently across infrastructure projects through guidance, training and updates based on their feedback

• Design and deploy standardized templates (including Tender and Variation Order forms) across project teams and provide guidance and training on their correct usage to ensure consistency and compliance with PMO standards.

• Evaluate and enhance administrative processes related to contracts, variations and commercial management, and implement improvements to increase efficiency and accuracy in administrative tasks.

• Record and maintain notes on PMO processes, procedures and policy updates, supporting the PMO's monitoring of SOP compliance across the Infrastructure portfolio.

• Other duties as required by line manager

Key Selection Criteria

• Ability to display appropriate behaviours in line with the position, RMIT Values and RMIT Leadership Model.

• Strong knowledge of construction contracts, commercial law, and relevant regulations.

• Demonstrated 3-5 years experience in project management and/or project documentation control (construction projects preferre