Senior Document Controller

The Senior Document Controller is responsible for the effective delivery of document control and information management activities across a major Defence project. The role ensures project documentation is accurately managed, controlled, reviewed, distributed, stored and maintained in accordance with project requirements, document control procedures and relevant standards.

The position also supports the integrity and administration of the project document management system, assists project personnel with document control requirements, and contributes to the continuous improvement of document control processes and systems.

Key Responsibilities

• Manage day-to-day document control and information management activities across a major Defence project.
• Ensure project documentation is registered, controlled, reviewed, distributed, stored and archived in accordance with established procedures.
• Collaborate with project teams and cross-functional stakeholders to ensure project milestones, documentation requirements and deliverables are achieved accurately and efficiently.
• Perform quality assurance checks and validation of inbound transmittals, ensuring documentation meets project requirements.
• Coordinate and execute document review and approval workflows.
• Assist with the development, implementation and administration of document control workflow templates.
• Generate and maintain document control reports, including workflow status, deliverable status, outstanding actions and document-related issues.
• Provide document control advice, guidance and support to project managers, engineers, contractors, consultants and other project personnel.
• Coordinate the allocation and management of document numbers for internal and external users.
• Support the administration, maintenance and configuration of the project document management system.
• Assist with user access, system administration and document control system requirements.
• Assist with training project personnel, contractors and external stakeholders in document control processes and systems.
• Coordinate the onboarding of new users to project document control and document management systems.
• Monitor compliance with document control procedures, processes and project requirements across the project.
• Maintain document and information integrity, ensuring sensitive information, privacy and data are managed in accordance with applicable legislation, regulations, standards and project requirements.
• Identify opportunities for continuous improvement and contribute to the development, review and implementation of document control procedures, processes and systems.
• Support the implementation of consistent document control and information management practices across the project.

Qualifications, Skills and Experience

Essential

• Australian citizenship and eligibility to obtain and maintain the security clearances required for a Defence-related facility.
• 5-8 years' experience in document control, information management or project information management.
• Demonstrated experience working in document control roles on major projects, particularly within the Defence, engineering, construction or infrastructure sectors.
• Strong experience using document management and electronic document management systems (EDMS), including Aconex or similar platforms.
• Demonstrated understanding of document control processes, document registers, transmittals, workflows, document numbering, metadata and document status management.
• Experience managing document review, approval and distribution workflows.
• Strong attention to detail and a high level of accuracy when managing project documentation and information.
• Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines.
• Demonstrated ability to identify, investigate and resolve document control and system-related issues.
• Strong communication and stakeholder management skills, with the ability to work effectively with project teams, contractors, consultants and external stakeholders.
• Ability to work collaboratively as part of a project team while also working autonomously.
• Strong understanding of information governance, data integrity, privacy and the management of sensitive project information.
• Current Australian driver's licence (Class C).

Desirable

• Experience working within a Defence, government or highly regulated project environment.
• Experience supporting document management system administration and configuration.
• Experience developing document control procedures, workflows, templates and user guidance.
• Experience delivering document control system training and user onboarding.
• Experience working across complex engineering, construction or infrastructure projects with multiple internal and external stakeholders.