Document Controller cum Administration Assistant Toàn thời gian

Lầu 10 – 6 Thai Van Lung – District 1, Ho Chi Minh City, Vietnam
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In accordance with company policy

Mô Tả Công Việc

Job Summary
Manage the central control of all incoming/outgoing documentation and packages
Responsible for an online document control system

Key Responsibilities
1. Document controlling tasks:
The Document Controller will work directly, on a day-today basis, with all documents relating to the project including:
- Receiving all documents, logging in, sending documents, preparing transmittals, printing documents, assist to maintain and update the documents available to team members;
- Archiving documents.
- Ensure essential original documents locations are known and retrievable and protected at all times

Manage central control of all incoming/outgoing documentation.
- Include timely delivery to the correct recipient in the department or the company
- Receiving deliveries and packages, sending packages, arranging pick up and deliveries
- Manage preparing, signing, sending, receiving, control, and filing of all incoming and outgoing transmittals in central files.

Receiving and following up to ensure the information is recorded properly in soft copies on computer and/or internet-based tracking system. Liaise with other project team members as required to ensure the received documents are reviewed and determination of acceptance, comments or rejection is established and noted in the document tracking system and subsequent actions are mobilized.

Monitor relevant documentation that needs to go to computer-based document management system for the projects

Assist with technical translations as needed for project team members.

Assist Document Controller / Drawing Control to store and log documents in the document control area and maintain the area in an orderly manner and so that documents are readily retrieved when required.

Responsible for an online document control system
- Management of on-line document management system.
- Training users how to access and use the system.
- Managing access to the system.
- Uploading and maintaining Key company documents on the system.
- Translating and assisting with training sessions run by document control consultants.

2. Admin Assistant tasks:
- Translating administration forms, documents, official letters and correspondences, reports from Vietnamese to English and vice versa…as required.
- Arranging meetings, business travel and submitting travel claims as per procedure and which requested from the Project Director and the team.
- Taking minutes of meeting, organizing and formatting and issuing to attendees and others as required.
- Other administration works as assigned.

Yêu Cầu Công Việc

Qualifications & Experience
- Degree in technology engineering or IT or similar related field
- Good written and spoken English language skills
- Previous experience on using a similar document control system such as Acconex is ideal
- Fluency in English and Vietnamese (oral and written) required;
- Good communication skills (oral and written) are a must;
- Experience in Administration field;
- Knowledge in use of computer spreadsheets, database, word processing, document management systems; such as MS Excel, Word, Power Point, Acrobat
- Ability to keep clear and accurate records and reports;
- Ability to use computer and rapidly input data and retrieve records and information;
- Ability to organize work load and to manage a filing methods and management techniques; and
- Work in a fast paced environment with a positive attitude.
- Commitment to outstanding performance.

Địa Điểm Làm Việc

10/F 6 Thai Van Lung – District 1, Ho Chi Minh City, Vietnam
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