Operator
We are seeking a results-oriented Operator to join our team. We’re looking for an energetic and proactive team member who thrives in a fast-paced environment and is ready to launch a career with impact.
Responsibilities
Location: Hanoi, Vietnam
Position Type: Full Time
Supplier Coordination & Bookings: Liaise with local suppliers and partners, including hotels, transport providers, restaurants, activity providers, guides, schools, NGOs, and venues. Confirm bookings, timings, costs, requirements, and service expectations clearly and on time.
Program Operations Support: Help translate itineraries into executable operational arrangements. Support timetable checks, rooming lists, meal arrangements, transport schedules, materials, equipment, staffing notes, and on-ground logistics.
Cost Tracking & Payment Preparation: Collect quotes, compare costs, prepare supplier payment information, check invoices, maintain basic budget records, and flag cost changes or payment timing issues early.
Documentation & Systems: Keep Monday.com, SharePoint, Hose, supplier records, Masterpack inputs, risk documentation, and operational notes accurate and up to date. Store information clearly so other team members can find and reuse it.
Safety & Quality Support: Support supplier checks, local partner audits, risk assessment inputs, emergency contact lists, contingency information, and incident reporting. Make safety and service expectations explicit to suppliers and local partners.
On-Program Support: When needed, support programs on the ground as a logistics coordinator, local operations support, guide liaison, or program support staff. Help solve practical issues while keeping the PM or manager informed.
Communication with PMs and Internal Teams: Work closely with the Project Manager, Client Services, Finance, Business Development, and local partners to keep delivery aligned. Communicate progress, blockers, risks, and proposed solutions clearly and early.
Supplier Database & Local Knowledge: Help maintain a structured Vietnam supplier database, including pricing, reliability notes, feedback, service quality, contact details, and preferred options for repeat use.
Continuous Improvement: After programs, help capture what worked, what should change, and what needs to be updated in itineraries, supplier notes, operational templates, or future program planning.
Requirements
3+ years of relevant experience in operations, travel, hospitality, DMC work, educational travel, logistics, event coordination, or program delivery.
Strong attention to detail and ability to keep track of many moving parts at once.
Good practical understanding of Vietnam on-ground logistics, including local transport, hotels, restaurants, venues, guides, and timing realities.
Clear communication skills with suppliers, local partners, and internal team members.
Able to follow through reliably, close loops, and raise issues early rather than waiting for problems to become urgent.
Basic financial discipline: able to collect quotes, check invoices, track costs, and prepare payment information accurately.
Comfortable using Microsoft Office and willing to use project-management and documentation systems such as Monday.com, SharePoint, and Hose.
Fluent Vietnamese required; strong working English required.
Willingness to travel and support active program periods.
Practical, calm under pressure, organised, service-minded, and comfortable working in a fast-moving education/travel environment.
Preferred
Experience supporting international schools, university, youth, NGO, or experiential education programs.
Existing working relationships with reliable Vietnam suppliers, guides, venues, activity providers, or local partners.
Experience preparing operational documents such as timetables, supplier briefs, packing/materials lists, risk assessment inputs, or program handover notes.
Experience working on the ground with student groups, international clients, or cross-cultural teams.
Demonstrated ability to manage standard supplier coordination independently, identify practical risks, compare supplier options, and support junior or freelance staff during delivery.
What Success Looks Like
Bookings, supplier confirmations, payment documents, and program details are accurate, timely, and clearly documented.
PMs and managers have strong visibility on operational status, risks, blockers, costs, and supplier readiness.
Suppliers and local partners understand Beyond Classrooms / WildChina Education standards before programs begin.
On-ground programs run smoothly because details have been confirmed rather than assumed.
Cost information and supplier notes become easier to reuse across repeat Vietnam programs.
The Operator demonstrates strong independence, judgment, and ownership, and can take responsibility for standard Vietnam program operations with limited prompting.
What we offer
A hands-on operations role with real ownership and the opportunity to contribute to the growth of our Vietnam programs.
A flexible working environment combining remote work, supplier-facing coordination, and on-program delivery.
Opportunities to travel across Vietnam and potentially support programs in other destinations across Southeast Asia.
Exposure to international schools, universities, and experiential education programs from around the world.
Professional development opportunities in operations, safety and risk management, project management, and educational travel.
The opportunity to work as part of an international team and help build high-quality experiential learning programs across Asia.
Competitive compensation based on experience, operational capability, and overall fit for the role.