Tuyển dụng Senior Project & Document Control Coordinator tại Hồ Chí Minh

POSITION SCOPE

The Senior Project & Document Control Coordinator is the central coordination point for project records, project administration and general office administration across the Vietnam business unit, supporting the Business Development, Project Management, Technical, O&M, Finance and other departments, and covering rooftop C&I projects from development and construction through commissioning, handover and operation. The role ensures that project documentation is complete, correctly classified, traceable and available to authorised teams in SharePoint, and that project, contractor and vendor coordination is executed accurately and on schedule.

The position reports directly to the General Manager, is primarily internal-facing, and interfaces externally for document collection, clarification, audit, lender due diligence and project handover support.

JOB DESCRIPTION

Project Coordination and Stakeholder Interface

• Coordinate meetings related to document handover, close-out and project coordination, prepare concise minutes, and track agreed actions to closure.

• Maintain administrative trackers, contact lists, submission schedules and follow-up records supporting project execution and operations.

Document Control and SharePoint Management

• Receive, log, classify, file, retrieve and issue project documents in a consistent and traceable manner, in both soft and hard copy.

• Reorganise and maintain project and O&M documents in SharePoint in line with the approved master document list, folder structure, naming convention, revision status and access controls.

• Follow up with contractors, vendors and internal document owners to ensure required documents are submitted or uploaded within agreed timelines.

• Check submitted documentation for completeness, correct project reference, file type, revision, approval status and alignment with the applicable master document list.

• Maintain missing-document, duplicate, obsolete-version and clarification trackers, and follow up with relevant teams until records are closed or escalated.

• Maintain and manage physical hardcopy records, including receipt, labelling, filing, storage, retrieval, issuance tracking and archiving in accordance with the approved document-control procedure.

• Protect confidential project, contract, customer and company information in accordance with internal requirements.

Project Document Handover Coordination

• Act as the document-control interface for project handovers from Business Development, Investment, Technical and Project Management teams to O&M.

• Coordinate document handovers at commissioning, handover and project close-out stages, including operating-stage documents received from O&M.

• Use document checklists and registers to track submissions, outstanding items, owners, follow-up status and handover acceptance requirements.

• Coordinate with internal teams and, where required, external contractors, O&M service providers, lenders, auditors, advisors and due diligence parties to clarify or complete required records.

Document Quality and Technical Relevance Checks

• Review whether submitted documents are relevant to the correct project, site, system, lifecycle stage and submission requirement.

• Apply practical project understanding to identify obvious mismatches, incorrect uploads, inconsistent revisions, incomplete supporting records or unclear technical submissions.

• Seek clarification from Project Management, Technical or O&M where technical validation is required, without replacing the formal technical reviewer or approver.

• Maintain an issue log for inaccurate, incomplete or disputed documentation and support timely resolution before handover acceptance.

Administrative, Office and Financial Support

• Process vendor payment documentation, including EPC contractors, insurers and Owner’s Engineers, ensuring supporting records are complete, correctly approved and properly filed.

• Assist with document formatting, correspondence, meeting materials and other reasonable administrative tasks assigned by the Line Manager.

Language and Cross-Border Communication Support

• Where Chinese language capability is available, support interpretation in meetings with Chinese contractors and suppliers, and check the accuracy and consistency of Chinese-language reports and documents.

• Arrange and quality-check translation of contractual and official documents through qualified translation resources where formal translation is required.

Others

• Undertake other reasonable duties as assigned by the Line Manager.

Formal Qualifications: Yêu cầu công việc

Formal Qualifications:

• Bachelor’s degree or diploma in engineering, construction, energy, project management, business administration, information management or a related field.

• Minimum three (3) years’ experience in document control, project coordination, project administration, office administration or records management, including at least one (1) years at senior or lead level. Experience in renewable energy, solar, construction, engineering or operations is preferred.

• Demonstrated understanding of project stages and document handovers from development and execution through commissioning, handover and operation.

• Ability to review documents critically, recognise technical or project-context inconsistencies, and seek clarification rather than filing information without verification.

• Working proficiency in SharePoint and Microsoft Office, particularly Excel, Word, PowerPoint, Outlook and Teams.

• Strong written and spoken Vietnamese and English are required, including in technical, contractual and business contexts. Working knowledge of Chinese (Mandarin) is a strong advantage given engagement with Chinese EPC contractors and suppliers.

• Able to work independently with limited supervision, manage competing priorities across multiple projects, and escalate issues appropriately.

Candidate Profile

• Attention to detail and document accuracy; organisation and disciplined follow-up.

• Project-process awareness; analytical checking and issue identification.

• Cross-functional communication and conflict-sensitive coordination.

• Confidentiality and professional judgment.

• Curiosity and willingness to learn technical concepts.

COMPANY BENEFITS

• 15 days of annual leave per year.

• 13th-month salary.

• Premium private health insurance.

• Company-provided laptop.

• Annual company trip.

• Other benefits in accordance with Company policy.

Quyền lợi

• Chăm sóc sức khoẻ: Premium private health insurance.
• Nghỉ phép có lương: 15 days annual leave.
• Máy tính xách tay: Company laptop.
• Khác: Other benefits.