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Project Coordinator (Document Controller, 6-month contract)GRADION · Hanoi

Project Coordinator (Document Controller, 6-month contract)

HanoiOn-siteContract

AI Summary

Oversees all project records, files and written exchanges, logging and versioning documents, tracking approvals and transmittals, and maintaining the document management system and archives 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.

Position Summary

The Project Coordinator (Document Controller) oversees all project-related records, files, and written exchanges. This position guarantees that materials are systematically logged, updated across versions, shared with relevant teams, tracked through approval workflows, and securely archived across every phase of the project.

Core Responsibilities

  • Log, classify, assign identifiers to, and disseminate project files and official communications while monitoring their status.

  • Supervise document submissions/transmittals, actively chasing pending feedback and sign-offs.

  • Oversee revision management and ensure strict adherence to standardized document governance policies.

  • Maintain and organize the Electronic Document Management System (EDMS) and keep structured filing repositories.

  • Liaise with internal and external project partners to streamline review cycles, secure approvals, and maintain a seamless flow of information.

    • Primary Outputs & Deliverables

  • Master incoming/outgoing correspondence logs and document registers

  • Transmittal sheets and tracking logs for delayed reviews

  • Routine documentation status and progress summaries

  • Structured master index and consolidated archive repositories

    • Candidate Profile & Qualifications

  • 2 to 3 years of background in records management, document governance, or project administrative support.

  • Bilingual proficiency in Vietnamese and English (both verbal and written).

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

  • Exceptional precision, strong organizational habits, and proactive persistence when closing out pending items.

    • Logistics & Workplace Setup

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

  • Shuttle service provided.

  • Working hours: 9:00 AM – 6:00 PM.

    • Skills

    Bilingual Vietnamese And EnglishCorrespondence LogsDocument ControlDocument GovernanceDocument RegistersEDMsFiling SystemsRecords ManagementRevision ManagementTransmittal Tracking

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