Senior Executive, Administration & Document Control (based in Hanoi)

About Sembcorp
Sembcorp is a leading energy and urban solutions provider headquartered in Singapore. Led by its purpose to drive energy transition, Sembcorp delivers sustainable energy solutions and urban developments by leveraging its sector expertise and global track record.
Join Integrated Urban Solutions
Play a role in building smart and sustainable cities! With over 30 years of experience, we transform raw land into thriving developments across Vietnam, Indonesia, and China. As a key growth engine, our Integrated Urban Solutions segment strives to be Asia's fastest-growing industrial solutions provider. By delivering efficient energy solutions and pioneering innovative water resource management, we enable the growth of vibrant, future-ready communities.
Job Overview:
The Senior Executive, Administration & Document Control provides document control and administrative support to Project Development team. The role also manages reception duties, welcomes office visitors and coordinates business travel and logistics for project team members.
Responsibilities:
Manage the receipt, registration, distribution, tracking, filing and archiving of project documents, drawings, submissions and correspondence
Maintain document registers, revision control, approval status and complete audit trails throughout the project lifecycle
Coordinate document submissions and follow up on outstanding reviews or approvals with internal teams, consultants and contractors
Support the compilation and handover of project completion documents, including as-built drawings, manuals, warranties and testing records
Provide administrative support to the Project Development team, including meeting arrangements, minutes, reports, presentations, correspondence and administrative trackers
Coordinate with internal departments, consultants, contractors and suppliers on project documentation and administrative matters
Welcome visitors to office, manage visitor registration, incoming calls, meeting-room arrangements and courier services
Support department's travel requests, expense claims, purchase requisitions and other administrative processes in accordance with Company procedures
Maintain the confidentiality, accuracy and proper filing systems (physical and digital) filing systems of project and administrative records
Assist in document preparation, translation and notarisation
Perform other project administration duties as assigned.
Requirements
Bachelor's degree in Business Administration, Records Management or related field
Minimum 5 years of relevant experience in document control, project administration or office administration; experience supporting construction, engineering or project management teams is preferred
Familiar with technical drawings, project correspondence, document registers, submission processes and revision control
Proficiency in MS Office and document management systems
Detail-oriented and proactive
Able to work independently and manage multiple priorities
Service-minded with a collaborative approach, able to handle confidential information appropriately
Willing to travel to project sites when required.
Our Culture at Sembcorp
At Sembcorp, our culture is shaped by a strong set of shared behaviours that guide the way we work and uphold our commitment to driving the energy transition.
We foster an institution-first mindset, where the success of Sembcorp takes precedence over individual interests. Collaboration is at the heart of what we do, as we work seamlessly across markets, businesses, and functions to achieve our goals together. Accountability is a core principle, ensuring that we take ownership of our commitments and deliver on them with integrity and excellence.
These values define who we are and create a workplace where our people can thrive while making a meaningful impact on driving energy transition.
Join us in making a real impact!