Document Controller

Bespoke Careers • Full-time • Sydney CBD NSW, NSW, Australia • A$ 80k - A$ 85k / year • 4d ago

We are supporting a leading international architecture practice in sourcing an experienced Document Controller to join their Australian project team. This role is responsible for ensuring the accuracy, organisation and flow of project information across internal teams, consultants, clients and contractors. The successful candidate will work within established documentation standards and contribute to efficient, compliant and high?quality project delivery.

Roles and Responsibilities

Project Documentation

Maintain accurate, traceable and up?to?date project records.
Apply established document standards, naming conventions and numbering systems.
Review documents prior to issue to ensure accuracy, formatting consistency and relevance.
Maintain registers, metadata and filing structures aligned with project requirements.

Information Management Processes

Follow internal processes, standards and policies relating to document control.
Comply with client?specific and contractor documentation procedures.
Work within the project quality plan and approved workflows.
Manage incoming and outgoing documentation through designated systems and platforms.

Safety and Compliance

Ensure personal actions do not compromise the health and safety of self or others.
Adhere to workplace health and safety policies and site protocols.
Report incidents, near misses or equipment issues through the appropriate channels.
Handle sensitive information securely and maintain confidentiality.

Team Coordination

Collaborate with project teams, sharing knowledge and providing support where needed.
Participate in team meetings where documentation matters are discussed.
Assist in preparing and coordinating submission packages.
Escalate issues relating to document accuracy, status or risk to senior team members.
Liaise with consultants to coordinate incoming and outgoing information.

Client and Stakeholder Interface

Attend client meetings to support documentation requirements.
Implement client document protocols and ensure compliance.
Prepare documents for client review, approval and sign?off.
Record and distribute changes through agreed change?management processes.

Systems and Platforms

Use project?specific document control systems accurately and efficiently.
Maintain filing structures, correspondence logs and drawing issue records.
Keep WIP folders organised and free from redundant material.
Support teams in adopting and using project?specific platforms.

Construction Documentation

Process RFIs, shop drawings, samples, site instructions and other construction?phase documents.
Ensure contractors receive accurate, current information.
Maintain construction registers, logs and documentation trails.
Support progress reporting with clear, up?to?date records.

Risk, Compliance and Audit

Identify and report risks in documentation processes.
Maintain clear, complete and auditable document histories.
Support ISO accreditation and internal compliance requirements.

Other Responsibilities

Complete timesheets and expense claims within required timeframes.
Participate in internal training and information sessions.
Uphold a respectful, inclusive and harassment?free workplace culture.
Perform additional duties as reasonably directed.

Skills and Experience

Required Experience

Experience in document control, project administration or information management within architecture, engineering or construction.
Understanding of construction industry documentation standards, processes and terminology.
Familiarity with architectural and consultant deliverables across project stages.

Technical Skills

Intermediate proficiency in MS Word and Excel.
Experience with document control platforms such as Aconex, CMap, Newforma or similar.
Strong capability in document numbering, metadata management, revision control and submission workflows.

Professional Skills

Clear and professional written and verbal communication.
High attention to detail and accuracy in document preparation and formatting.
Ability to manage multiple streams of information simultaneously.
Proactive approach to identifying discrepancies or risks in documentation.
Strong organisational skills and ability to work collaboratively with multidisciplinary teams.

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