Document Controller & Site Admin

Are you highly organized, detail-oriented, and passionate about maintaining structure in fast-paced project environments? We're looking for a Document Controller & Site Admin to join our team and play a key role in managing the flow of critical project documentation.
This role is expected to commence in October 2025, with a contract duration of 10 months. The position will be based on-site in Gia Lai Province (formerly known as Binh Dinh), supporting our project team throughout the execution phase.
What you will do as a Document Controller & Site Admin
Document Controller:
1. Version/Revision control:
- Ensure the latest versions and revisions of all project documents are available and properly tracked.
2. Compliance management:
- Maintain compliance with legal, regulatory, and industry standards by ensuring that all documentation is up-to-date and properly maintained.
- Check project documents to make sure they are in conformity with the project's requirements.
3. Collaboration & Document Flow:
- Receive, distribute, and manage project documents.
- Ensure document handling follows the approved Distribution Matrix and procedures, with correct routing to designated individuals or disciplines.
- Manage the timeline and deadlines associated with the document flow process, ensuring documents are created, submitted, reviewed, approved, distributed, and archived on time and sends reminders to prevent bottlenecks.
- Collect and prepare documents required for authority checks and final client handover.
- Coordinate with contractors to maintain and update the Document Log and organise files according to the final handover folder structure.
- Provide support in project document control report, when required.
- Manage the Project team's documents.
4. Document Storage:
- Organise both physical and digital documents systematically within the designated project workspace to ensure easy retrieval and protection from loss or unauthorised access.
- Coordinate with contractors to ensure proper storage of documents in line with the final handover structure.
5. Auditing:
- Maintain regularly audit for project documents for both physical and digital documents
- Ensure that documents can be recovered in the event of a disaster, minimize the risk of data loss.
6. Handover
- Verify the completeness and quality of handover documents (hard and digital copies) as per project requirements.
- Coordinate and witness the handover process between contractor and client/end user.
- Confirm handover through signed records and ensure final versions are archived appropriately.
Site Admin:
1. Team Support
- Facilitate on-site onboarding and offboarding processes.
- Manage access permissions for project documentation.
- Distribute PPE as per contractual obligations.
- Guide appropriate use of office supplies for project tasks.
- Coordinate with IT for setup and maintenance of project-related equipment and devices.
- Collect timesheets and prepare monthly site attendance records.
- Maintain overtime logs and personnel competency profiles (certifications, CVs).
2. General assistance
- Support meeting minutes, meeting rooms, reports or relevant documents when required by CM/PM.
- Support organizing team events.
3. Assistance to visitor(s)
- Remind the team keep workplace staying organized before visitors' arrival.
- Support on-site safety induction, PPE, transportation, meals, etc.
4. On-site Facility management
- Monthly order stationeries.
- Manage site facilities.
- Maintain facility tracking log.
5. Site expense Management
- Expense for team events.
- Manage expense documents, such as invoice, receipt, money transfer.
- Advance payment /Payment claims.
Where you will work
At Haskoning, you will join an independent, employee-owned international consultancy that combines engineering, design, and consultancy services with software and technology. Our mission, "Enhancing Society Together," drives us to create a positive impact on the world.​
We offer purpose-driven and challenging work in diverse international projects, leveraging our 140+ years of expertise. With over 6,800 employees in more than 25 countries, we work together to turn challenges into opportunities and make a real impact on society. We collaborate with leading clients in markets such as infrastructure, climate resilience, renewable energy, decarbonisation of industry, and sustainable mobility.