Project Management Division Assistant

Job Description

Serve as the focal point supporting the Project Director and the Project Management Unit in coordination, administration, information and document management, contract monitoring, and work organization, thereby ensuring that project activities are implemented comprehensively, promptly, consistently, and in compliance with applicable regulations.

• Monitor contracts related to the Project Management Division and Project Management Unit, including their scope, quantity, and value.

• Receive, issue, control versions of, and archive project correspondence, drawings, meeting minutes, reports, and records.

• Draft and review official correspondence, submission forms, notices, meeting minutes, reports, and other project management documents.

• Provide Vietnamese–English and English–Vietnamese interpretation and translation as required.

• Act as the focal point for communication between the Project Management Unit and internal departments, consultants, contractors, suppliers, and relevant authorities.

• Support the Director of the Project Management Division/Director of the Project Management Unit in arranging work schedules, preparing documents, and monitoring work progress.

• Organize meetings, prepare meeting materials, take minutes, and follow up on post-meeting action items.

• Provide logistical and administrative support to the Division/Unit; prepare documentation for project-related advances, payments, and expense settlements.

• Perform other duties as assigned by the management of the Division/Unit.

 

Required

Age: 23-30

Gender: Male/Female

Level:

• Bachelor’s degree in Civil Engineering, Construction Economics, Construction Management, or a related discipline.

• Ability to translate documents and communicate effectively in English in a professional setting. Preference will be given to candidates who can use English confidently in meetings and business correspondence.

• Knowledge of project management processes, contract administration, inspection and acceptance documentation, payment procedures, and project document management systems is preferred.

 

Skills and knowledge:

• At least one year of experience in a similar position with an investment, construction, or real estate company, consultancy firm, or Project Management Unit.

• Experience in contract control or document management is an advantage.

 

Other requirements and qualities:

• Professional and tactful communication and interpersonal skills, with a flexible mindset and a proactive approach to resolving issues.

• Ability to quickly receive and process information and communicate it in a timely, complete, and clear manner.

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as internet and email applications.

• Strong planning, organizational, and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.

• Strong skills in note-taking, minute preparation, information consolidation, work tracking, and systematic follow-up.

• Strong attention to detail, with the ability to cross-check data and documents, identify discrepancies, and carefully manage document versions.

• Ability to work independently and collaboratively, and to perform effectively under schedule and quality pressures.

• Experience using document management systems, task management software, or enterprise/project collaboration platforms is preferred.

• Strong sense of responsibility and discipline, with the ability to follow tasks through to completion.

• High awareness of confidentiality and discretion when receiving, using, and disclosing company or project information.

• Willingness to work at the office or project sites and travel as required by the nature of the position.