Document Controller

Bespoke Careers; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Bespoke Careers in Sydney seeks an experienced Document Controller to manage project documentation across internal teams, consultants and clients. You will apply standards, maintain records, and ensure accurate, auditable document histories throughout construction projects.

The role involves coordinating submissions, liaising with consultants, and supporting client review packages. Strong attention to detail and expertise in document control systems are essential.

Qualifications

• 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.
• Intermediate proficiency in MS Word and Excel.
• Experience with Aconex is essential.
• Strong capability in document numbering, metadata management, revision control and submission workflows.
• 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.

Responsibilities

• 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.
• 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.
• Ensure personal actions do not compromise the health and safety of self or others.
• Adhere to workplace health and safety policies and site protocols.
• Record and distribute changes through agreed change management processes.
• Attend client meetings to support documentation requirements.
• Prepare documents for client review, approval and sign off.
• Liaise with consultants to coordinate incoming and outgoing information.
• Liaise with teams to coordinate submission packages.

Skills

Document control

Project administration

Information management

Metadata management

Revision control

Submission workflows

Attention to detail

Multitasking

Discrepancy/risk identification

Communication

Tools

Aconex

MS Word

MS Excel

Job description

We are supporting a leading international architecture practice in sourcing an experienced Document Controller.This role is responsible for ensuring the accuracy, organisation and flow of project information across internal teams, consultants, clients and contractors.

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.

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.

Skills and 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.

Intermediate proficiency in MS Word and Excel.

Experience with Aconexis essential

Strong capability in document numbering, metadata management, revision control and submission workflows.

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.