Project Coordinator (Document Controller, 6-month contract)

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 Joboko 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.
Why you'll love working here?
Join Vietnam's Best IT Company - Gradion Vietnam (formerly NFQ Vietnam) was recognized by Joboko for 8 consecutive years, including 2 successive years as the Winner. Work with some of the best minds in the industry and be part of a company that's redefining how businesses scale through technology
Career Growth &
Leadership Development - Work closely with our leadership team, gain mentorship from experienced executives, and have direct exposure to high-level strategic decisions. Your growth is limitless, as long as you're ready to step up, opportunities will always be there for you
AI-First Engineering &
Strategic Consulting - Our engineering culture integrates AI as a core driver of design, development, and optimization - not an add-on. As a forward-thinking consultancy, we go beyond traditional engineering, combining technical excellence with a strategic mindset to deliver transformative solutions for ambitious businesses
Competitive Compensation - We believe great talent deserves great rewards. Expect an attractive salary, performance-based bonuses, and a benefits package that reflects your impact. We value talent over salary budgets - exceptional contributions deserve exceptional rewards
And Many More Benefits to Explore! But most importantly, a healthy work-life balance and an environment where you can thrive professionally and personally. Including:
Performance bonus of up to 2 months' salary.
Performance review twice a year, so your growth is recognized and rewarded.
Premium healthcare for you, plus an annual health check.
15 days of annual leave.
Full salary during probation.
Hybrid working for real flexibility.
Monthly Happy Hour and Community Tech activities.
Work on global projects as part of an innovation team that shapes ideas for the hi-tech world.
Diverse training programs to keep you growing.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.