Concept Documentation Coordinator

Vuly Play; Hong Kong; On-site; HKD 180,000 - 360,000; Full time

Job summary

Vuly is seeking a Documentation Specialist to capture, structure, and maintain concept documentation for outdoor play equipment. You will convert sketches and verbal discussions into actionable, well-organised documentation that downstream teams can act on.

You'll work closely with Concept Designers, Execution Designers, Engineers, and the R&D Lab across multiple regions, ensuring documentation aligns with design intent and project milestones. Fluency in English and Mandarin is preferred.

Qualifications

• Excellent written and verbal communication; bilingual English/Mandarin preferred.
• Strong organisational skills with meticulous attention to detail.
• Ability to translate technical/design discussions into structured docs.

Responsibilities

• Document the concept from discussions and reviews into structured documentation.
• Build and maintain concept documentation packages with specs, images, and history.
• Keep revision history and capture design decisions and changes.
• Coordinate with designers, engineers, and project managers to align docs with intent.
• Attend meetings and capture decisions, actions, and changes accurately.
• Maintain clear file structures and version control for the team.

Skills

Strong communication

Fluent English and Mandarin

Highly organised

Turn discussions into docs

Cross-functional teamwork

Coordination across teams

Attention to detail

Able to manage multiple projects

Education

Industrial Design

Product Design

Engineering

Product Development

Tools

CAD drawings

3D models

Technical drawings

Job description

Vuly designs and manufactures outdoor play equipment sold around the world. Between the first sketch of a new product and the moment it's ready for prototyping, a concept passes through dozens of conversations, design reviews and R&D meetings - and it's easy for the details that made the idea work to get lost along the way. We're looking for someone who makes sure they never do.

You won't be designing the products. You'll be capturing, structuring and maintaining the documentation that lets Concept Designers, Execution Designers, Engineers and the R&D Lab actually understand what's being proposed - so every concept arrives at prototyping and execution with nothing missing and nothing lost in translation.

This role suits someone who is as comfortable in a design review as they are in a shared drive, who can turn a half-finished sketch and a verbal discussion into something a downstream team can act on, and who is naturally the person chasing down the missing piece of information before anyone else notices it's gone.

What you'll actually do

Document the concept. Capture product ideas from concept discussions, design reviews and R&D meetings, and convert early-stage sketches, references and verbal discussion into structured, organised concept documentation.

Build the package. Prepare and maintain concept documentation packages -a product brief, target user, functionality, reference images, dimensions, material and finish direction, manufacturing intent, safety considerations, open risks and revision history.

Keep the record straight. Maintain revision history, confirm the latest approved version, and document design decisions, assumptions, changes and unresolved items as they happen.

Coordinate across the team. Work with Concept Designers, Execution Designers, Engineers, Project Managers and the R&D Lab so documentation stays aligned with design intent, technical development and project milestones.

Own the meeting record. Attend concept meetings, design and prototype reviews, and capture the decisions, actions and changes that come out of them - so nothing gets lost in a chat thread or a hallway conversation.

Control the documents. Maintain a clear, consistent file structure and version control, so every downstream team is always working from the single source of truth.

What we're looking for

Strong written and verbal communication skills, fluent in English and Mandarin

Highly organised, with strong attention to detail

Able to turn technical and design discussions into clear, structured documentation

Comfortable working across multiple concurrent projects

Strong follow-up and coordination skills, confident working with designers, engineers and project managers

Background in Industrial Design, Product Design, Engineering or Product Development

Experience with physical consumer products, and an understanding of manufacturing processes and materials

Basic understanding of CAD drawings, 3D models and technical drawings

Familiarity with BOMs, DFM and prototyping processes

Experience working with China-based suppliers or R&D teams

Experience in toys, outdoor play equipment, sporting goods, furniture or similar products

How you'll work

You'll sit at the centre of the concept development process, working closely with Concept Design, Execution Design, Engineering, Project Management and the R&D Lab across Hong Kong, Shenzhen, Kuala Lumpur and Australia - owning file structures, naming conventions and documentation templates outright, confirming the current approved concept version in consultation with the Concept Designer or Project Manager, and escalating missing or contradictory information to the Product Delivery / R&D Manager or Concept Design Lead.

What we offer

A genuinely cross-functional role at the centre of how Vuly's products go from idea to execution

A global business with design, R&D and manufacturing teams across Australia, Hong Kong, Shenzhen and Kuala Lumpur