Document Controller / Project Assistant

Emmbr; City of Melbourne; On-site; AUD 60,000 - 85,000; Full time

Job summary

Emmbr in Melbourne is seeking a Document Controller / Project Assistant to join a small project team. The role focuses on rigorous document control, data accuracy, and project administration across major infrastructure projects, with 1 day per week on-site in the Western Suburbs.

You will manage document versioning, updates to project registers, and coordination of requests across systems like Vault, Aconex, and Salesforce. Hybrid work arrangements are available.

Qualifications

• Document management experience in project or engineering environments.
• Strong understanding of project administration, control frameworks, and compliance standards.
• Energy or infrastructure sector experience is advantageous.
• Excellent communication skills and proactive stakeholder engagement.
• Tertiary qualification in Business, Engineering, or Contract Management is a plus.
• Demonstrates adaptability, strong organisational skills, and meticulous data accuracy.

Responsibilities

• Manage and support project documentation activities, including version control, archiving, and document retrieval.
• Support project registers with variations, RFIs, and issue logs.
• Coordinate documentation requests and transmission per governance standards and data systems (Vault, Aconex, Salesforce).
• Assist in preparing project reports, quality audits, and documentation for tendering and contracts.
• Train personnel on document control procedures and tools; maintain internal registers and compliance.
• Liaise with stakeholders to obtain schedule updates and maintain data integrity across systems.

Skills

Document management

Project administration

Compliance standards

Communication skills

Organisational skills

Attention to data accuracy

Tertiary qualification (Business/Eng/契

Education

Business/Engineering/Contract Management degree

Tools

Aconex

MS Suite

MS Excel

SharePoint

SAP

Job description

Melbourne CBD Based, there is a requirement for 1 day per week on-site in the Western Suburbs (10 kms from CBD).

The role of Document Controller / Project Assistant is situated within our client's small project team, which is managing 3 projects for 1 major Customer. It involves the construction, maintenance, and operation of critical infrastructure. The position exists to ensure rigorous document control, data accuracy, and project administration support across major infrastructure projects. It contributes to the broader change initiatives by enabling transparent, compliant, and well-managed project workflows vital for successful delivery and regulatory adherence.

About the Role

• Manage and support project documentation activities, including version control, archiving, and document retrieval
• Support project teams with updates to project registers, including variations, drawings, RFI, and issue logs
• Coordinate documentation requests and transmission, ensuring alignment with project governance standards and data systems such as Vault, Aconex, and Salesforce
• Assist in preparing project reports, quality audits, and documentation for tendering and contract purposes
• Train personnel on document control procedures and tools, maintaining internal registers and compliance standards
• Liaise with stakeholders to obtain schedule updates and maintain data integrity across project systems

About You

• Experience in document management within project or engineering environments
• Strong understanding of project administration, control frameworks, and compliance standards
• Familiarity with systems including Aconex, MS Suite, MS Excel as well as SharePoint and ideally, SAP
• Experience working in the energy or infrastructure sectors is advantageous
• Excellent communication skills, with a proactive approach to stakeholder engagement
• Tertiary qualification in Business, Engineering, or Contract Management is a plus
• Demonstrates adaptability, strong organisational skills, and meticulous attention to data accuracy

Why Join

• Contribute to vital infrastructure projects that support Victoria
• Collaborate within a team committed to high standards and continuous improvement
• Opportunities to develop skills in project controls, data management, and stakeholder coordination
• Hybrid working arrangements available

Work Rights

You must have full Australian working rights.