Are you highly organized, detail-oriented, and passionate about maintaining structure in fast-paced project environments? We’re looking for a Document Controller & Site Admin to join our team and play a key role in managing the flow of critical project documentation.
This role is expected to commence in October 2025, with a contract duration of 10 months. The position will be based on-site in Gia Lai Province (formerly known as Binh Dinh), supporting our project team throughout the execution phase.
What you will do as a Document Controller & Site Admin
1. Version/Revision control:
- Ensure the latest versions and revisions of all project documents are available and properly tracked.
2. Compliance management:
- Maintain compliance with legal, regulatory, and industry standards by ensuring that all documentation is up-to-date and properly maintained.
- Check project documents in terms of format, form, revision, arrangement to make sure they are in conformity with the project’s requirements.
3. Collaboration & Document Flow:
- Receive, distribute, and manage project documents.
- Ensure document handling follows the approved Distribution Matrix and procedures, with correct routing to designated individuals or disciplines.
- Manage the timeline and deadlines associated with the document flow process, ensuring documents are created, submitted, reviewed, approved, distributed, and archived on time and sends reminders to prevent bottlenecks.
- Collect and prepare documents required for authority checks and final client handover.
- Coordinate with contractors to maintain and update the Document Log and organise files according to the final handover folder structure.
- Provide support in project document control report, when required.
- Manage the Project team’s documents.
4. Document Storage:
- Organise both physical and digital documents systematically within the designated project workspace to ensure easy retrieval and protection from loss or unauthorised access.
- Coordinate with contractors to ensure proper storage of documents in line with the final handover structure.
5. Auditing:
- Maintain regularly audit for project documents for both physical and digital documents
- Ensure that documents can be recovered in the event of a disaster, minimize the risk of data loss.
6. Handover
- Verify the completeness and quality of handover documents (hard and digital copies) as per project requirements.
- Coordinate and witness the handover process between contractor and client/end user.
- Confirm handover through signed records and ensure final versions are archived appropriately.
Site Admin Responsibilities
1. Team Support
- Facilitate on-site onboarding and offboarding processes.
- Manage access permissions for project documentation.
- Distribute PPE as per contractual obligations.
- Guide appropriate use of office supplies for project tasks.
- Coordinate with IT for setup and maintenance of project-related equipment and devices.
- Collect timesheets and prepare monthly site attendance records.
- Maintain overtime logs and personnel competency profiles (certifications, CVs).
2. General assistance
- Support meeting minutes, meeting rooms when required by CM/PM.
- Support reports, relevant documents when required by CM/PM.
- Support organizing team events.
3. Assistance to visitor(s)
- Remind the team keep workplace staying organized before visitors' arrival.
- Support on-site safety induction, PPE, transportation, meals, etc.
4. On-site Facility management
- Monthly order stationeries.
- Manage site facilities.
- Maintain facility tracking log.
5. Site expense Management
- Expense for team events.
- Manage expense documents, such as invoice, receipt, money transfer.
- Advance payment /Payment claims.
Where you will work
- Bachelor’s degree in a relevant field.
- Minimum of 3 years’ experience in Document Control and Site Administration within the construction industry, including document revision, distribution, storage, and handover processes.
- Knowledgeable of documentation and drawings related to Civil, MEP (Mechanical, Electrical, Plumbing), fire protection, environmental systems, project handover, and operation & maintenance manuals.
- Familiarity with the full lifecycle of construction project documentation—from initiation and design through surveying, construction, acceptance, and handover.
- Proficient in Microsoft Office applications, including PowerPoint, Word, and Excel (functions, PivotTables, Queries), as well as other productivity tools such as Copilot.
- Experience with Autodesk Construction Cloud is a plus.
- Fluent in Vietnamese and proficient in English, with excellent communication abilities for interactions with both Vietnamese and foreign colleagues
- Demonstrates a proactive, hardworking, and collaborative attitude.
What you can expect from us
We are professional organization, where we pride ourselves on executing captivating (inter)national projects and delivering exceptional products. You will also have the opportunities to collaborate with industry-leading experts who are at the forefront of their respective fields within a diverse and collaborative work environment. Additionally, we also offer a range of enticing incentives:
- Competitive salary and a comprehensive benefits package.
- Enjoy the bonus of a 13th-month pay.
- Accommodation support to ease your transition and help you settle comfortably, especially for relocations.
Are you our new colleague?
Then we would like to meet you! Click on the apply button and upload your English resume and motivation letter. After receiving your application, we will contact you as soon as possible.
The application process then consists of 1-2 interviews and possible an assessment. Are we all enthusiastic after this? Then you will receive an offer from us, and we will be happy to welcome you on board!
At Haskoning, we are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered. Our mission of "Enhancing Society Together" drives us to create an environment that embraces each individual’s unique background, identity, and perspective. Regardless of your experience, background, age, gender, or other personal characteristics—you are welcome here. We believe that diversity makes us stronger and that an inclusive culture gives everyone the opportunity to grow and contribute. Read more about our ED&I initiatives on our dedicated webpage.
Due to the privacy law, please submit your application via the apply button and not via email.
