[HCM] Project Coordinator

4P’s, headquartered in Ho Chi Minh City, Vietnam, operates 40 worldwide restaurants. Our main restaurant, Pizza 4P’s, has 35 stores in Vietnam and manages global franchises like IPPUDO and ABOUT LIFE COFFEE BREWERS. Our core products are food and beverages, specifically pizza, with key differentiators of "House-made cheeses", "Earth-to-people" and "Omotenashi" hospitality.

Pizza 4P’s is an innovative Vietnam-based Japanese Italian pizza restaurant that started in Vietnam with a simple yet powerful mission: “Delivering Wow, Sharing Happiness”. We are known for crafting artisanal pizzas, homemade cheese, and unique East-meets-West flavors while embracing sustainability and community impact at the heart of everything we do. Today, we operate restaurants across Vietnam, Cambodia, Japan, India and Indonesia, and continue to grow with a vision of bringing people together through memorable dining experiences.

I. ROLE PURPOSE

The Project Coordinator supports the successful planning, execution, tracking, and handoff of cross-functional projects and departmental operations. This role acts as a central coordination point across project stakeholders, department administration, business intake, documentation, and team operational support.

The role is critical to ensuring projects and business initiatives are delivered on time, with clear communication, proper documentation, compliance adherence, and effective follow-through across internal teams and external partners.

II. KEY ACCOUNTABILITIES

1. Project Assist & Coordination

• Support project team and follow up delivery including planning, executing, and handoff.

• Assist to manage project requirements, documentation, milestones, and stakeholders.

• Maintain up-to-date timeline, change requests, shared calendars, facilitating communication across stakeholders and leadership.

• Support development of business expansion playbooks to facilitate organizational growth and delivery checklists by projects.

• Conduct post-project evaluations to identify successful and unsuccessful project elements.

2. Business Intake & Demand Tracking

• Manage and monitor incoming business requests, ensuring requests are logged, categorized, prioritized, and routed to the right owners.

• Coordinate with requestors and internal teams to clarify scope, business need, urgency, dependencies, and expected outcomes.

• Maintain an intake tracker/dashboard for visibility of request volume, status, aging, priorities, and completion progress.

• Ensure handoff from intake to execution teams is complete, documented, and traceable.

3. Tech Department Operational Support

• Coordinate and facilitate engineering ceremonies such as sprint planning, stand-ups, UATs and tracking follow-through on agreed actions.

• Work closely with the department leads to document team workflows, operational processes, and standard operating procedures.

• Manage end-to-end contract administration, including tracking, renewal, and compliance monitoring.

• Coordinate payment processes including budget approval workflows, payment confirmations, and vendor invoice management.

• Coordinate vendor-related administrative processes including purchase requests, budget approval workflow support, invoice submission tracking, payment confirmations, and documentation completeness.

4. Documentation & Knowledge Management

• Develop and maintain comprehensive process documentation including development cycle descriptions, team charter, and office seat maps.

• Create and update team playbooks covering leave policies, ways of working, and communication channel guidelines.

• Perform monthly and quarterly updates to ensure the latest knowledge within the department.

5. Event Coordination & Support

• Lead and assist in planning and executing internal team events and initiatives.

• Monitor and collect feedback within the department to update internal workflow more productively and efficiently.

• Gather feedback from team members and stakeholders to identify areas for operational improvement and stronger team effectiveness.

III. SUCCESS METRICS & KPIS

1. Project Operational Excellence

• Projects are tracked accurately with all milestones delivered within agreed SLA.

• Project scope is managed; 90% of issues are tracked and resolved as created.

• Stakeholders are engaged and updated on project timelines on time.

2. Team Productivity & Engagement

• All team ceremonies scheduled consistently with 90%+ attendance rates.

• Team members report high satisfaction with administrative support and operational coordination.

• Feedback is transformed into improvements on existing processes and workflows.

3. Knowledge & Documentation Management

• All critical process documents are current, accessible, and comprehensive.

• New team members onboard efficiently using established playbooks.

• Documentation serves as a reliable single source of truth.

4. Business Scalability & Resource Optimization

• Successful maintenance of expansion playbooks for Vietnam and global markets.

• Complete and accurate IT inventory maintained at all times with 95%+ accuracy rate on asset tracking.

• Software licenses managed proactively to avoid over-licensing or compliance issues.

Key Influencing Factors for KPI Achievement

• Cross-Functional Collaboration: Timely input and responsiveness from stakeholders, project owners, and department leads; team adoption of project governance and intake processes.

• Managerial Support: Support for escalation and decision-making when blockers arise.

• External Dependencies: Project delivery cadence and complexity management.

IV. REQUIRED QUALIFICATIONS

Education Background

• Minimum: Bachelor’s degree

• Preferred: E-commerce, Retail, F&B, or Tech-related field

Language Proficiency

• Required: English – Communication (spoken & written)

Minimum Experience Duration

• 1-2 years of experience

Relevant Experience

• Required: Experience in project coordination, administration, or operational support.

• Preferred: Experience in E-commerce, Retail, F&B, or Tech industries.

Stakeholder Influence & Collaboration

• Required: Ability to coordinate across internal teams and maintain professional vendor relationships.

This Job Profile is intended as a reference framework. Actual responsibilities, scope, and requirements may be adjusted based on business priorities and evolving organizational needs.

At 4P’s, we welcome Partners from all backgrounds to grow, learn, and make an impact together.

Here, our culture is built on Compassion, Authenticity, Kaizen, and Omotenashi — values we live every day.

Explore our career site for career opportunities across all brands under the 4P’s Group: Pizza 4P’s, Cheese 4P’s, Kitchen 4P’s, Cafe 4P’s and Ippudo Vietnam.

Follow us on Instagram @LifeAt4Ps to explore real stories from our Partners and sneakpeak into the life at 4P's.