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Admin Officer (Document Controller)GRADION · Hanoi

Admin Officer (Document Controller)

HanoiOn-site

AI Summary

Manages project documentation and correspondence, including registration, version control, distribution, review tracking and archiving across the project lifecycle.

About this role

ABOUT US
At Gradion, we are the strategic partner for ambitious businesses, helping them achieve breakthrough growth through Digital Innovation and Deep Tech.
With a global vision and an AI-first approach, we enable clients to reshape strategies, optimize systems, and adopt cutting-edge technologies to create sustainable value.
From AI and data to cybersecurity, robotics, and large-scale enterprise platforms, Gradion designs practical solutions that lay the foundation for the next generation of billion-dollar companies.
OUR FACTS & FIGURES
- 23+ years of expertise - Gradion builds digital platforms & deep-tech solutions.
- 3 continents: Asia, Europe and Africa.
- 300+ specialists across 7 countries Vietnam, Singapore, Thailand, Saudi Arabia, Germany, Egypt and Australia.
- 100+ enterprise clients, including several unicorns (e.g., Alaiko, HomeToGo, Roadsurfer).
- Vietnam’s Best IT Company - recognized by ITViec for 8 consecutive years, including 2 consecutive years of ranking #1 (2024 and 2025).
- ISO 27001.

Role Overview

This position will manage programme documentation and correspondence, ensuring accurate document registration, version control, distribution, review tracking and archiving throughout the project lifecycle.

Key Responsibilities

  • Register, number, distribute and track project documents and correspondence.

  • Manage document transmittals and follow up on overdue reviews and approvals.

  • Maintain document version control and ensure compliance with document control procedures.

  • Administer the document management system and maintain organized project archives.

  • Coordinate with stakeholders to facilitate document reviews, approvals and timely information flow.

    • Key Deliverables

  • Document and correspondence registers.

  • Transmittal logs and overdue review trackers.

  • Document control status reports.

  • Document archive and indexing records.

    • Requirements

  • 2-3 years of experience in document control or project administration.

  • Good written and spoken English and Vietnamese.

  • Experience with a document management system is preferred; willingness to learn new systems is essential.

  • Strong attention to detail, organizational skills and the ability to follow up on outstanding tasks.

    • Working Arrangement & Engagement

  • On-site work in Bac Ninh, Northern Vietnam.

  • Shuttle service provided.

  • Working hours: Monday – Friday (9 AM – 6 PM).

    • Skills

    Correspondence RegistersDocument ControlDocument IndexingDocument Management SystemEnglishProject ArchivingStakeholder CoordinationTransmittal ManagementVersion ControlVietnamese

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