Document Controller

About the company

With more than 14,000 people around the globe, GHD is one of the world's leading professional services companies operating in the global markets of water, energy and resources, environment, property and buildings, and transportation. Serving clients across five continents and the Pacific region, GHD people share a passion for exceeding the expectations of our clients and contributing to their success.

Position summary

The Document Controller is responsible for receipt, distribution, scanning, indexing, and logging Program information to ensure data integrity and consistency across all systems and departments. They ensure document processing adheres to document control procedures. In addition, they file, archive, retrieve, and keep track of documentation electronically and in hard copies, assess the document processing activities, and advise management about any outstanding issues or deviations from the document control procedures.

You will have an outstanding eye for detail and the ability to prioritize your day while working on multiple tasks. Ideally, you will also be self-motivated and hardworking and enjoy working in a team while supporting them to deliver their outcomes. You approach each workday by assessing what needs to get done and are ever aware of staying on target with your time. You, in a word, are organized. When you get in focused work mode, there's no stopping you. You are analytical and clearheaded and feel a sense of accomplishment knowing it went as it should.

Key roles and responsibilities

• Support and liaise with members of the Project Management team to ensure processes and procedures are being implemented.
• Through a process of training and self-learning, become familiar with GHD's document and job management systems.
• Provide a full document control support role including daily tasks such as:
• Expedite the review and approval of documentation including engineering documents, drawings, and vendor data and procedures.
• Plan, supervise, and record document flow to and from all necessary parties including engineering and construction contractors, subcontractors, and the project office.
• Maintain up-to-date deliverables register.
• Maintain up-to-date Drawing register.
• Write standard letters.
• Update quality records.
• Record and issue all incoming and outgoing project correspondence and contractual notices. On certain projects, this may include emails.
• Issue transmittals and receipts concerning the documents in circulation.
• Complete all necessary typing and filing as required. Develop familiarity with iConnect and understanding of required formatting and presentation of documents.
• Assist with job management using PM tools (MS Access) for issues management and risk management.
• Provide onboarding induction to new team members.
• Actively involved in auditing and improving DC processes for pre-contract and post-contract projects.
• Provide support and mentoring to other DCs.
• Any other ad-hoc administrative duties as required.

Skills and experience required

• A diploma (or equivalent) and typically 2-5 years of relevant document control work experience. Freshers welcome.
• Your digital literacy should include Microsoft Office (Word, Excel, PowerPoint, and Access) and online document management systems.
• Knowledge in ISO and audit certifications.
• Excellent Aconex experience.

Personal competencies required

• Proactive in resolving issues.
• Efficient and enjoy working in a team environment.
• Excellent communication skills in English (written and oral) are crucial, along with organizational and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
• You are highly motivated and eager to learn new systems in a fast-paced environment, improving document control procedures and processes through the adoption of digital tools such as ProCore, Aconex, Synchro, BIM360, etc.
• Organized and resourceful with the ability to manage the control of documentation across several projects at a time.