Document Controller

at  ACCIONA

ACCIONA is a global company, leading in the development of regenerative infrastructure that creates a positive impact on society. Our workforce consists of more than 60,000 professionals, present in more than 40 countries across the five continents, all contributing in our mission to design a better planet. Are you a passionate individual who wants to make a difference, promote sustainable development, and find solutions to the biggest global challenges including climate change, overpopulation, and water scarcity? Come and join us in building the infrastructure our planet needs to achieve a sustainable future.
Job Description

Planning & Operations:

• Provide support on planning the use of materials, resources, components or systems within the project, and construction practices and problems to ensure project success, value for money and best practice are achieved.
• Effectively managing the control and distribution of all relevant documentation for the project including:
• Ensuring the Project/Site office and subcontractors always have the most up to date project documentation.
• Verifying receipt of all incoming documents against accompanying transmittals and identify and raise any discrepancies with relevant parties.
• Maintaining in secure storage a copy of all permits, contract, and tender documentation
• Arranging for document printing
• Ensuring shop drawings are issued by subcontractors and reviewed by consultants.
• Provide project software training to all team members as required.
• Provide guidance and assistance in the use of project software for all internal and external users.
• Manage the configuration of the project software.
• Development and manage starter pack information issue to consultants and subcontractors as to project specific requirements.
• Liaise with all project teams and external parties on all document control issues.
• Proactively assist the project teams to ensure deliverables are received by the project team on time and to agreed standards.
• Assist in the management of the structure of I drive, the establishment and maintenance of the document control register for the project including but not limited to:
• Updating the control register as required.
• Maintaining the document register, and review as necessary with design/construction personnel to ensure continued validity.
• Conduct audits of the document management system and records
• Issue document numbers for management system documents.
• Develop, implement, manage, and maintain effective document control procedures and services for design, shop drawings and approval process documentation data flows.
• Implementation of system controls, project file schedule, document control project instructions, organisational chart, and general assistance to project management team

Resourcing:

• Record, check, and track all incoming and outgoing project documents.
• Ensure all management system documentation is the latest version and easily accessible.
• Identify superseded documentation and removing from point of use (destruction of these documents to be approved by appropriate manager)
• Obtain relevant approval for issue of drawings & documents to projects (internal and external)
• Collect, collate, file and archive of management system records and project documents.

Scheduling and Reporting:

• Prepare regular reports in document listed activities.
• Ensure that all documentation is transmitted in accordance with the project guidelines.
• Plan and schedule own work to meet required timelines and outputs understanding requirements and clarifying as appropriate.
• Develop and manage own work schedule to ensure the efficient controlling of project documentation and that all tasks are completed within specified timeframes.
• Establishment and coordination of project requirements of systems configuration, training of administration and project team members, development of training documentation

Financial:

• As directed and approved by the Quality Manager.

Innovation:

• Develop ideas to make the work processes more efficient and practical.

Communication:

• Maintain effective liaison and communication with all levels of project management team and external stakeholders.
• Liaise with the originators of documents to ensure they are transmitted to the required systems in a timely manner once authorised for usage.

Required Skills and Competencies

• Proficiency in document control principles, procedures, and best practices, with experience in managing project documentation within the infrastructure or construction industry.
• Strong attention to detail and organizational skills, with the ability to manage large volumes of documents accurately and efficiently.
• Familiarity with document management systems (DMS), electronic document control tools, and software applications for document tracking, storage, and retrieval.
• Excellent communication and interpersonal skills, with the ability to liaise effectively with project teams, stakeholders, and external partners.
• Analytical mindset with the ability to identify and resolve document-related issues, discrepancies, and inconsistencies.
• Ability to prioritize tasks, meet deadlines, and work effectively under pressure in a fast-paced project environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document editing software.
• Commitment to quality, accuracy, and compliance with document control standards, procedures, and regulatory requirements.
• Team player with the ability to collaborate effectively within multidisciplinary project teams and contribute to a culture of continuous improvement.
• Adaptability and willingness to learn new technologies, processes, and procedures related to document control and project management.

ACCIONA has been given the Top Employer 2022, 2023 & 2024 certification in Australia, which certifies the company’s commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. Since establishing a presence in Australia in 2002, ACCIONA has made significant investments in local opportunities and project development. ACCIONA employs more than 3,000 people in its renewable energy, infrastructure and water projects across Australia & New Zealand.
We are an Equal Opportunity Employer and promote equality and diversity. Indigenous Australians and candidates from minority groups are encouraged to apply

Please refer the Job description for details