Document Controller

Spott; Sydney; Hybrid; AUD 110,000 - 115,000; Full time

Benefits offered by this job

Relocation assistance

Parental leave

Employee assistance program

CPD and training

Mentoring and professional development

Job summary

Spott in Sydney is seeking a dedicated Document Controller to keep project information accurate, traceable and on time across major infrastructure and transport projects. You will be the go-to person for project teams, ensuring drawings and documents reach the right people at the right revision, with a studio-based, collaborative approach.

You will manage the Common Data Environment (CDE) and platforms such as Aconex, CMap, Newforma and ProjectWise, support administration, maintain registers,

Qualifications

• Experience in document control and basic project management in architecture, engineering or construction.
• Experience with Aconex, CMap, Newforma, ProjectWise or similar information management systems.
• Sound understanding of records management systems.
• Interest in architecture and understanding of the bigger picture behind documentation; experience on large-scale or complex projects.
• Familiarity with Common Data Environment practices and ISO 19650‑style information management.
• Certificate or diploma in business administration or construction administration or similar.

Responsibilities

• Run document control procedures for assigned projects, including naming conventions, revision control, transmittals and registers.
• Manage the project Common Data Environment (CDE) and platforms (Aconex, CMap, Newforma, ProjectWise).
• Issue, receive, log, check and file drawings, models, reports and correspondence, and chase outstanding items.
• Maintain accurate document and drawing registers and produce regular status reports for project leaders.
• Keep digital records and archives in line with records management and quality procedures.
• Provide administration support: meeting coordination, minutes, templates and project setup/close-out.
• Audit files for compliance, flag gaps early and improve document control processes.
• Collaborate with consultants, contractors and clients to keep information flowing smoothly.

Skills

Document control experience

Communication skills

Microsoft 365 proficiency

Organised and detail-oriented

Team collaboration

Education

Certificate or diploma in business administration or construction administration

Tools

Aconex

CMap

Newforma

ProjectWise

Job description

We are one of Sydney's established, design-led architectural practices, with a collaborative, high-performing studio culture where every team member is encouraged to bring creativity and ideas.

Our Sydney studio is delivering several major infrastructure projects alongside work in transport, workplace, education, culture and city-shaping. Behind every one of these projects sits a large, fast-moving body of drawings, models and correspondence – and that is where you come in.

The role

We are looking for a Document Controller to keep project information accurate, traceable and on time across several large infrastructure and transport projects. You will be the point of order for our project teams, so that the right drawings and documents reach the right people at the right revision. This is a collaborative, studio-based role, so regular attendance in the Sydney office is important.

What you will do

Run document control procedures for assigned projects, including naming conventions, revision control, transmittals and registers

Manage the project Common Data Environment (CDE) and project platforms such as Aconex, CMap, Newforma and ProjectWise, and work to client information-management requirements

Issue, receive, log, check and file drawings, models, reports and correspondence, and chase outstanding items

Maintain accurate document and drawing registers and produce regular status reports for project leaders

Keep digital records and archives in line with our records management and quality procedures

Support project teams with administration: meeting coordination, minutes, templates and project set-up and close-out

Audit files for compliance, flag gaps early and help improve our document control processes

Work with consultants, contractors and clients to keep information flowing smoothly

About you

Experience in document control and basic project management, ideally in architecture, engineering or construction

Experience with Aconex, CMap, Newforma, ProjectWise or similar information management systems

A sound understanding of records management systems

High proficiency in Microsoft 365 applications

Highly organised, proactive and systems-minded, with an eye for detail and strong filing skills

Strong communication skills and a people-first approach: you enjoy working closely with project teams, consultants and clients

The ability to multi-task and work both independently and as part of a team

Right to work in Australia

An interest in architecture and an understanding of the bigger picture behind the documentation, plus experience on large-scale or complex projects

Familiarity with Common Data Environment practices and ISO 19650-style information management

A certificate or diploma in business administration, construction administration or similar

A$110,000–A$115,000 plus superannuation. Relocation assistance may be available for the right candidate.

What this studio offers

A career is shaped by the people around you, the feedback you receive and the opportunities you are trusted with. With us you will have:

• Exposure to a broad portfolio of major projects
• Mentoring and professional development, including CPD and training
• Regular design presentations and talks
• Ongoing feedback and development conversations
• Parental leave and an employee assistance program
• An active calendar of social and cultural events