Document Controller

JOB OVERVIEW

The Document Controller plays a critical role in managing, organizing, and safeguarding Aspire’s legal and operational documentation. This position ensures compliance with industry and company standards while enabling efficient document retrieval and smooth communication across departments. By maintaining accuracy, transparency, and efficiency, the Document Controller helps streamline workflows, reduce risks, and support key business operations.

DUTIES AND RESPONSIBILITIES

Document Management:

• Ensure proper version control of all documents to prevent outdated or incorrect files from being used.

• Uphold strict confidentiality and security protocols in handling legal and leasing documents.

• Review, process, and systematically file all legal documents (both soft and hard copies), ensuring proper categorization and tracking of legal and documentation statuses.

• Maintain a tracking system for all received and dispatched documents, coordinating regularly with relevant parties such as tenants, agents, consultants, main contractors, and owners for updates.

• Input and manage contracts, create a contract index, and conduct contract reviews when required.

• Oversee all incoming and outgoing documents, ensuring proper documentation, tracking, and follow-ups with owners.

Audits and Reporting:

• Ensure that all records comply with company policies, industry regulations, and legal standards.

• Prepare and organize documentation for internal and external audits.

• Generate reports on document status, retrieval metrics, and compliance gaps as needed.

Process Establishment and Improvement:

• Develop, review, and optimize document management processes and systems to enhance efficiency and accuracy.

• Collaborate with IT and other departments to implement new tools or improve existing document management systems.

• Assist in training team members on document control procedures and best practices.

QUALIFICATIONS:

Education: Bachelor's degree in Business Administration, Law, Construction, or a related field.

Experience:

• Minimum of 2–3 years of experience in document management or a related role.

• Hands-on experience with electronic document management systems (e.g., SharePoint, Aconex).

• Familiarity with legal, real estate, or construction documentation is preferred.

Skills:

• Organizational Skills: Strong attention to detail with the ability to manage and track multiple documents efficiently.

• Communication Skills: Excellent verbal and written communication skills to coordinate with internal and external stakeholders.

• Technical Proficiency: Competency in MS Office Suite, database management tools, and digital filing systems.

• Confidentiality & Security: Ability to handle sensitive legal and business documents with the utmost discretion.

• Problem-Solving Ability: Proactively resolves documentation issues and implements effective solutions.

• Languages: Fluent in Vietnamese, proficient in English.