Document Controller

Ocius; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

Ocius Technology, an Australian company delivering cutting-edge Uncrewed Surface Vehicles, seeks a Document Controller to manage document control across the fleet. You will maintain SharePoint-based systems, ensure version control, and support Defence documentation standards.

Typical duties include metadata accuracy, transmittals, workflows, and collaboration with Quality and Training to standardise templates and document classification levels for sensitive materials.

Qualifications

• Certification/diploma in business administration or related discipline.
• 7+ years experience in document control management.
• Extensive IT experience in SharePoint and MS365.
• Experience managing document control systems and supporting agile workflows.
• Collaborating with Quality and Training to establish fit-for-purpose controls.
• Strong organisational skills and ability to standardise documents.
• Knowledge of information management and Defence security requirements.

Responsibilities

• Document Control & System Management: maintain SharePoint and ensure version control.
• Quality Assurance & Standardisation: review documents for quality and Defence standards.
• Configuration & Compliance Support: support security classifications and compliance.
• Collaboration & Stakeholder Support: liaise with internal teams on document handling.

Skills

SharePoint

MS365

Document control

Agile workflows

Stakeholder liaison

Knowledge management

Organization

Education

Certificate / Diploma in business administration

Tools

SharePoint

MS365

Job description

Ocius Technology is an Australian company dedicated to developing and deploying cutting edge Uncrewed Surface Vehicles (USVs). Our vessel's harness Wind, Solar and Wave power to remain at sea collecting vital data for Defence and Civilian applications.

We are under contracts with RAN, RNZN and USA and are responding in an agile way to an ambitious program of building and deploying multiple USVs for operations around Australia and beyond.

The role

The Document Controller is responsible for Document Management within Ocius as we build and operate our fleet of Bluebottles. The role will maintain robust document control systems, manage version control and workflows, and support compliance with Defence documentation standards.

A typical day as a Document Controller could include:

Document Control & System Management

Maintain and administer document control systems (e.g. SharePoint) to ensure secure access and version control.

Manage metadata accuracy and ensure records meet contractual and organisational requirements.

Prepare transmittals for internal customers and manage document workflows across the business

Monitor and resolve issues related to document flow and accessibility.

Quality Assurance & Standardisation

Review external-facing/client-ready documents for quality, formatting and adherence to Defence standards.

Implement standardisation practices for document templates and naming conventions.

Configuration & Compliance Support

Support compliance with Ocius (internal) and Defence (external) documentation standards and security requirements.

Maintain accurate classification levels for sensitive documents.

Collaboration & Stakeholder Support

Liaise with internal teams to ensure smooth document handling and information flow.

Provide guidance on document control processes to all internal functions.

Selection Criteria

Certification/diploma in business administration, SharePoint and MS365, or project management

7 years plus experience in document control management

Extensive IT experience in SharePoint and MS365

Experience managing document control systems and supporting agile document workflows in corporate environments

Experience collaborating with internal stakeholders such as Quality and Training to establish fit-for-purpose document controls and management

Ability to review and standardise documents, ensuring quality, formatting and adherence to robust standards.

Strong organisational skills – able to design, implement and control orderly systems for the management of documents

Understating knowledge management and how it contributes to organisational wellbeing

Excellent customer service ensuring quality user experience whilst improving the systems and executing strategy at a grass roots level and scaling upwards

A relevant qualification or training in document control, project administration, information management, construction, design or a related discipline is desirable.

Experience in implementing layers in systems including documents for all policies and simple to use presentations for all employees

Experience in agile process mapping

Understanding of configuration management frameworks

Familiarity with Defence industry security requirements, security classification levels and documentation standards.

The successful candidate will thrive in a start-up or high-growth environment, and be eager to contribute to the development and improvement of document control within Ocius

Due to the nature of our business, we require Australian Citizenship for all roles and the ability to obtain and maintain a Baseline security clearance.

No recruiters please, we are handling this one ourselves.