Document Controller

SHAPE Australia; Sydney; On-site; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Competitive salary

Profit-share up to 15%

5 additional paid leave days each year

Individual Flexibility Plan

Health and wellbeing benefits

Job summary

SHAPE Australia is seeking a proactive Document Controller to manage complex project documentation across multiple large-scale builds in Sydney. You will work closely with Design Managers and project teams to ensure accurate, compliant handover documentation and timely decision-making.

Key responsibilities include establishing document workflows in Aconex, maintaining revision control, and coordinating design submissions and approvals.

Qualifications

• Experience in document control, project administration, project information management or a similar role.
• Practical Aconex experience, including establishing and managing document workflows.
• Experience supporting large-scale construction, fitout, infrastructure, engineering or design projects.
• Knowledge of document-control, quality and compliance requirements.
• Experience coordinating design documentation, reviews and approvals.
• Strong stakeholder-management, organisation and problem-solving skills.
• A relevant qualification or training in document control, project administration or information management is desirable.

Responsibilities

• Establish and maintain Aconex document registers, workflows, distribution processes and filing structures.
• Upload, register, distribute, track and archive project documentation.
• Maintain document numbering, revision control, metadata, transmittals and status information.
• Coordinate design documentation, including consultant submissions, reviews, comments, approvals and revisions.
• Monitor workflows and follow up on outstanding reviews, approvals and actions.
• Identify and elevate documentation gaps, inconsistencies and duplicate records.
• Prepare document-status reports and maintain visibility of outstanding actions.
• Support quality, compliance and audit requirements.
• Coordinate the collection, indexing and finalisation of handover documentation.
• Improve document-control processes, templates, reporting and workflow efficiency.

Tools

Aconex

Job description

Shaping Spaces. Shaping Careers.

SHAPE Sydney is our largest team and national head office, with more than 180 professionals delivering construction excellence across Australia’s most dynamic market. With more than 36 years of experience as an ASX-listed business, we’re recognised for our fitout and refurbishment expertise while continuing to expand our capability across design and construction, modular delivery, façade remediation and complex new build projects.

Our teams deliver projects ranging across commercial, hotels and hospitality, education, aged care, data centers transport and defence sectors. Known for our disciplined delivery in live environments and a Net Promoter Score of 97, we pride ourselves on safety, collaboration and delivering exceptional outcomes for our clients.

You’ll play a key role in:

As our Document Controller, you’ll manage document-control processes across complex, large-scale projects. Working closely with Design Managers, the Project team, you’ll ensure design, construction, quality and handover documentation is accurate, compliant, traceable and readily available. You’ll support timely decision-making and a smooth transition through to project handover.

Key responsibilities:

• Establish and maintain Aconex document registers, workflows, distribution processes and filing structures.
• Upload, register, distribute, track and archive project documentation.
• Maintain document numbering, revision control, metadata, transmittals and status information.
• Coordinate design documentation, including consultant submissions, reviews, comments, approvals and revisions.
• Monitor workflows and follow up on outstanding reviews, approvals and actions.
• Identify and elevate documentation gaps, inconsistencies and duplicate records.
• Prepare document-status reports and maintain visibility of outstanding actions.
• Support quality, compliance and audit requirements.
• Coordinate the collection, indexing and finalisation of handover documentation.
• Improve document-control processes, templates, reporting and workflow efficiency.

What you’ll bring

You’re an organised, proactive and detail-focused Document Controller who enjoys keeping complex project information accurate, accessible and moving. You’ll bring a collaborative and professional approach, with the confidence to work across project teams and follow through on outstanding actions.

• Experience in document control, project administration, project information management or a similar role.
• Practical Aconex experience, including establishing and managing document workflows.
• Experience supporting large-scale construction, fitout, infrastructure, engineering or design projects.
• Knowledge of document-control, quality and compliance requirements.
• Experience coordinating design documentation, reviews and approvals.
• Strong stakeholder-management, organisation and problem-solving skills.
• A relevant qualification or training in document control, project administration, information management, construction, design or a related discipline is desirable.

Why SHAPE is a great place to work

We have the ambitious vision to be ‘the place where everyone wants to work’. That’s why at SHAPE you’ll enjoy:

• A diverse and inclusive culture, recognised by Human Synergistics and Australian Financial Review
• 5 additional paid leave days every year
• Personalised career development to fast-track your growth with regular check-ins
• An ‘Individual Flexibility Plan’ to match your work/life needs
• Competitive salary and profit-share potential (up to 15% of your salary)
• Health and wellbeing benefits, including mental health support, fitness activities, annual flu vaccinations, and discounted health insurance
• Personalised parental leave benefits for your growing family
• Regular social events to connect with your colleagues, subcontractors, and clients