Document Controller

The Document Controller is responsible for managing and controlling all project and company documentation, ensuring that accurate, updated, and approved information is properly distributed to relevant stakeholders in a timely manner.

The role plays a critical function in maintaining document integrity, traceability, compliance, and project communication flow, particularly in construction and interior fit-out projects.

I. Key responsibilities 

1.     Document Control & Management

• Control, manage, and maintain all project and company documents (electronic and hard copy).
• Ensure proper classification, filing, naming, and archiving documents.
• Maintain document registers, transmittals, and revision records.
• Track document status and ensure only latest approved versions are in use.

2.     Document Distribution & Communication

• Organize and distribute documents to internal teams, consultants, and contractors.
• Ensure documents are issued at key project milestones.
• Manage incoming and outgoing document flows.

3.     Compliance & SOP Implementation

• Ensure all documentation complies with company SOPs, ISO standards, and project requirements.
• Follow document control procedures strictly.
• Support internal and external audits.

4.     Reporting & Monitoring

• Prepare document status reports for Project Director / Project Manager.
• Monitor document progress and highlight delays or risks.
• Support project planning by providing document control inputs.

5.     Document Review & Audit

• Conduct regular document audits.
• Identify missing, incorrect, or outdated documents.
• Ensure traceability of all project correspondence and records.

6.     System & Tool Management

• Maintain and operate document control systems and software.
• Ensure staff follow document templates and naming conventions.
• Support digital transformation of document management.

7.     SOP & Company Standards

• Ensure all site activities comply with Maestro’s Standard Operating Procedures (SOPs) and company standards.

8.     Other Duties

• Perform other tasks as assigned by Management.

• Bachelor’s degree in Engineering, Architecture, Construction Management, or related field.
• Minimum 3- 4 years of experience as Document Controller, preferably in construction / interior / consulting projects.
• Strong understanding of document control procedures, ISO standards, and project documentation systems.
• Proficiency in MS Office and Document Management Systems.
• Ability to communicate effectively in English and Vietnamese with internal teams (Project, Design, QS, QA/QC) and external parties (clients, consultants), ensuring accurate document submission, tracking, and timely information flow.