Project Trainee

JOB PURPOSE

- The Project Trainee supports the General Manager and Executive Assistant in coordinating, tracking, and documenting key pre-opening and operational workstreams for Ascott Tay Ho Hanoi.

- This is a structured development role designed to provide hands-on exposure to large-scale hospitality pre-opening, operational readiness, and executive-level coordination. The trainee contributes through disciplined follow-up, accurate documentation, progress tracking, and cross-functional coordination, supporting timely execution across a complex, multi-phase project.

JOB RESPONSIBILITIES

1. Pre-Opening & Project Coordination

- Support tracking of pre-opening plans, milestones, and critical path items across departments

- Assist in maintaining and updating project trackers related to construction readiness, handover, and operational setup

- Follow up on action items arising from project meetings, PMU coordination, and internal working sessions

- Support documentation of construction progress, readiness status, and outstanding dependencies

2. Operational Readiness & Follow-Up

- Assist in tracking OS&E and FF&E procurement status, delivery schedules, and installation progress

- Support coordination with departments to ensure alignment on timelines, approvals, and readiness requirements

- Assist in monitoring preparation of back-of-house and front-of-house operational areas in line with opening plans

- Support identification of gaps, delays, or follow-up items requiring escalation

- Gain structured exposure to hotel pre-opening governance, operational planning, and executive coordination

- Participate in meetings, site walks, and coordination sessions as part of the learning process

- Develop practical skills in project coordination, documentation discipline, and cross-functional collaboration

- Demonstrate initiative, curiosity, and a strong willingness to learn in a fast-paced environment

3. Documentation, Reporting & Executive Support

- Prepare, format, and maintain project documentation, trackers, reports, and executive presentations

- Support consolidation of information from departments into clear, structured summaries

- Assist with preparation of meeting agendas, minutes, and action logs

- Maintain organized digital filing systems for pre-opening, operational, and executive documentation

4. Stakeholder & Internal Coordination

- Support day-to-day coordination activities under the guidance of the Executive Assistant

- Liaise professionally with internal departments and external stakeholders as directed

- Assist with meeting logistics, coordination materials, and follow-up communications

- Handle sensitive information with discretion, professionalism, and confidentiality

5. Learning, Development & Exposure

- Gain structured exposure to hotel pre-opening governance, operational planning, and executive coordination

- Participate in meetings, site walks, and coordination sessions as part of the learning process

- Develop practical skills in project coordination, documentation discipline, and cross-functional collaboration

- Demonstrate initiative, curiosity, and a strong willingness to learn in a fast-paced environment

- 01 free meal in Canteen

- Free parking

- Participate in internal events

- Opportunity to improve English

- Able to manage multiple workstreams, track progress, and maintain structure in a complex project environment.

Attention to Detail

- Consistently accurate, disciplined, and thorough in documentation and follow-up.

Communication Skills

- Clear, professional written and verbal communication; able to work effectively across departments.

Dependability & Confidentiality

- Reliable, discreet, and trusted with sensitive project and executive information.

Learning Agility

- Quick to absorb new information, receptive to feedback, and motivated to develop professionally.

Team Collaboration

- Works effectively with the Executive Assistant and across departments, maintaining a proactive and supportive approach.

QUALIFICATIONS

- Currently completing a Bachelor’s degree in Hospitality, Business Administration, Project Management, or a related field

- Strong organizational and documentation skills, with the ability to manage multiple tasks and follow structured processes

- Proficient in Microsoft Office (Word, Excel, PowerPoint essential)

- Experience using Canva for basic presentations or visual materials is an advantage-

- Strong English communication skills (written and verbal); Vietnamese proficiency preferred

- Detail-oriented, structured, and able to work effectively in a fast-paced, evolving project environment

- Demonstrates professionalism, discretion, and a strong willingness to learn

- Working at least 3 months