Key Responsibilities

Perform all archiving activities for records and documents of legal entities at the office, including backup, statistics, collection, supplementation, systemized arrangement, and organizing the exploitation and use of documents.
Collect, supplement, and store issuance reports of all BUs input data into the PMS system, scan and upload reports, encode and arrange documents on shelves.
Collect and store bidding documents encode and scientifically arrange them in cabinets.
Backup files (A&A, T&L, SR&T, T&T, and other function if any): remind backup deadlines, receive records, review and input data into PMS and Eform systems, encode and arrange records in cabinets.
Store legal documents, office renovation/construction documents, certificates, and practice licenses.
Collect and upload photos/videos of firm activities to the local server provide data when needed.
Transfer documents from work areas to firm warehouse and outsourced warehouse proactively make lists, review, and implement annual document management plans.
Search and provide documents monitor borrowing/returning deadlines per regulations.
Verify information of audit report signatories and provide to engagement teams when necessary.
Develop and maintain a centralized document classification framework to ensure consistency across multiple departments and service lines.
Collaborate with Risk, Legal, and Compliance teams to ensure archiving practices align with regulatory and internal audit requirements.

Firm warehouse: regularly inspect for termites/mold propose equipment additions/replacements to ensure safe document storage.
Outsourced warehouse: conduct periodic or ad-hoc inspections manage transactions with warehouse lessee monitor rental terms and propose timely storage solutions.

Propose and execute document destruction based on firm regulations.
Arrange, encode, and organize archived materials logically in Deloitte Vietnam's storage.
Implement digital archiving strategies to reduce reliance on physical storage and improve retrieval efficiency.
Monitor KPIs related to document lifecycle, storage utilization, and compliance metrics.

Stamp incoming/outgoing documents, reports, firm offers input data into systems.
Deliver stationery to employees.
Handle courier procedures.
Coordinate with IT and Admin teams to ensure system integration and data accuracy across platforms (e.g., PMS, AEFS, Eform).

Control general team activities report monthly, quarterly, and annually to the Archiving team leader and Admin Manager
Guide and support team members in resolving work-related issues.
Monitor and disseminate new regulations propose changes or additions to clerical/archiving processes and submit to Admin Manager for review.
Manage team activities: check-in, snapshots, etc.
Synthesize and provide archival data to other departments and internal audits/inspections by the State Securities Commission.
Lead cross-office coordination for archiving standardization across Hanoi, HCMC, and other branches if any.
Mentor junior staff and develop training programs to ensure consistent archiving practices.

Act as Archiving Support Group (ASG) lead on AEFS system: check and support A&A team, review eDocket errors, resolve backup file breaches.
Support e-Docusign system and digital signature project:
Guide and advise users on system usage.
Manage user information, borrowing/returning of digital signatures.
Monitor expiration dates handle renewal, purchase, and firm signature updates.
Update legal information section on PMS system weekly.
Participate in system enhancement projects related to document management and digital workflows.

Job Specifications

Bachelor's degree in Administration, Library Science, or related field.
Minimum 5 years in archiving or document management.
Experience working in a large-scale organization (preferably professional services or audit firms) is highly desirable.
Detail-oriented, responsible, service-minded. Strong time and task management.
Ability to communicate by English when working.
Proficient in MS Office and document management systems.
Familiarity with regulatory frameworks such as GDPR, data retention policies, and audit trail requirements.
Ability to manage high-volume document flows and prioritize tasks under tight deadlines.

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