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Key Responsibilities

1. Archiving and Document Management

• 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.

1. Storage and Inventory Control

• Responsible for warehouse management:

• 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.

1. Administrative Support

• 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).

1. Team Leadership and Coordination

• 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.

1. System and Digital Support

• 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.