Document Controller (Estiva)

Aim of the job

The Document Controller is responsible for managing, maintaining, and ensuring the accuracy, quality, and timely distribution of all project documentation throughout the project lifecycle. This role supports the Project Team by implementing a structured document control system, ensuring compliance with company standards, regulatory requirements, and project protocols.
Key Responsibilities

1. Document Management & Control

• Establish and maintain an organized document control system for all project documents, including drawings, technical specifications, contracts, RFI, MOMs, submissions from contractors and consultants, Project QAQC documents , correspondences, and reports.
• Ensure proper version control, document numbering, and filing according to project and corporate standards.
• Track status of documents and drawings, ensuring timely submission, review, approval, and distribution.
• Maintain accurate logs for incoming and outgoing documents, both electronic and hard copies.

2. Coordination & Communication

• Liaise with internal teams, consultants, contractors, and vendors to ensure timely delivery and receipt of project documents.
• Distribute controlled documents to relevant stakeholders and ensure acknowledgment and compliance with submission requirements.
• Coordinate the consolidation of documentation for Tender, Construction, Handover, and DLP phases.

3. Compliance & Quality Assurance

• Ensure all documentation adheres to project procedures, company policies, and regulatory requirements.
• Conduct periodic audits of documentation to verify accuracy, completeness, and consistency.
• Assist in preparing reports for management on document control status, outstanding submissions, and compliance gaps.

4. System Administration

• Manage electronic document management systems (EDMS) such as Aconex, SharePoint, or other project platforms.
• Provide training and support to project members on document control procedures and system usage.
• Troubleshoot user issues related to document access, uploads, and workflow processes.

5. Project Support Activities

• Assist the Project Team in compiling project documentation for approvals, submissions, and authority requirements.
• Prepare documentation packages for inspections, meetings, and presentations.
• Support project archiving, handover documentation, and project close-out activities

Education

• Diploma or bachelor’s degree in business administration, Construction Management, Engineering, or related fields.

Experience

• Minimum 2–4 years of experience in document control, preferably in construction, real estate development, or engineering projects.
• Experience working with EDMS systems (Aconex preferred) is a strong advantage.

Skills & Competencies

• Strong organizational and time-management skills, with a high level of accuracy and attention to detail.
• Good understanding of document control standards, versioning, and project workflows.
• Proficient in MS Office (Excel, Word, Outlook) and document management systems.
• Ability to work independently and collaboratively in a fast‑paced project environment.
• Good communication skills in English and Vietnamese.

Behavioral Competencies

• High sense of responsibility and ownership.
• Proactive, meticulous, and structured in work approach.
• Ability to manage multiple priorities and meet deadlines.
• Demonstrates integrity and confidentiality in handling sensitive information.

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