Document Controller - Prefabrication & Integration PMO

Eaton Group; Newcastle; On-site; AUD 90,000 - 120,000; Full time

Job summary

Eaton Group is seeking a Document Controller for Prefabrication & Integration PMO to provide high-quality document control, records management and governance across projects. You will handle end-to-end administration, registrations, transmittals and submissions, coordinating with internal teams, fabricators and clients throughout project lifecycles.

You will maintain master registers, support audits, improve documentation standards and compile Manufacturing Data Reports for project closeout,

Qualifications

• Trade, diploma or degree qualification in Business Administration, Information Management, Engineering, Project Management or a related discipline, or equivalent relevant industry experience.
• At least three years of experience as a Document Controller, Project Administrator or Records Specialist supporting engineering, electrical packaging or heavy construction projects.
• Demonstrated experience managing multidisciplinary engineering documentation and compiling comprehensive handover or Manufacturing Data Record packages.
• Strong working knowledge of electronic document management systems and client collaboration portals, including Aconex, Procore, TeamBinder and SharePoint.
• Strong understanding of document governance, internal auditing, quality management systems, compliance verification and revision control.
• Proven ability to create and improve document control workflows, master registers, metadata structures and standardized project templates.
• Intermediate to advanced skills in Microsoft Word, Excel, Outlook and PowerPoint, Adobe Acrobat and SharePoint.
• Excellent attention to detail, organization and time management, with the ability to manage competing submission deadlines and audit schedules across multiple contracts.
• Strong communication, collaboration and stakeholder management skills, with a proactive approach to resolving document discrepancies, workflow delays and rejected submissions.
• Familiarity with electrical equipment manufacturing, modular packaging, multi-vendor coordination, enterprise resource planning systems such as SAP, and engineering drawing conventions is highly regarded.

Responsibilities

• Deliver document control services across all program packages in line with the Project Management Office Delivery Model.
• Own and continuously improve document workflows, templates, transmittal formats, review processes and standard folder structures across all project phases.
• Establish and maintain master document registers for prefabrication and integration contracts, ensuring accurate status tracking and version control.
• Manage document uploads, formal transmittals and client submissions through Aconex, Procore, TeamBinder, SharePoint and other internal or customer platforms.
• Receive, register, track and distribute customer-returned documents, review statuses and technical comments to project and design teams.
• Coordinate with Project Managers, Project Engineers and Project Coordinators to monitor reviews, outstanding actions and approaching submission deadlines.
• Verify incoming and outgoing documents for formatting, numbering, revision status, metadata and compliance with client packaging requirements before release.
• Conduct internal audits of project directories to confirm compliance with document control guidance, naming conventions, access requirements and file security standards.
• Lead the progressive collation, verification and final compilation of Manufacturing Data Reports and project turnover documentation, including inspection and test plans, factory and site acceptance records, as-built drawings, compliance certificates and operation and maintenance manuals.
• Enforce revision control so only current approved drawings and engineering packages are available to project teams, partner fabricators and site personnel.
• Prepare document status reports, transmittal logs and overdue workflow summaries for project updates and Project Management Office reviews.
• Support customer audits by retrieving records, demonstrating traceability and maintaining audit-ready project files.
• Archive final project documentation and transmittal histories in accordance with company retention requirements at contract closeout.

Skills

Document control

Project administration

Stakeholder management

Attention to detail

Time management

Communication

Education

Diploma or degree in Business Administration

Engineering degree

Project Management qualification

Tools

Aconex

Procore

TeamBinder

SharePoint

SAP

Microsoft Excel

Job description

Eaton Group is seeking a Document Controller for Prefabrication & Integration PMO to provide high-quality document control, records management and governance across projects. You will handle end-to-end administration, registrations, transmittals and submissions, coordinating with internal teams, fabricators and clients throughout project lifecycles.

You will maintain master registers, support audits, improve documentation standards and compile Manufacturing Data Reports for project closeout,