Document Controller | US Project

ACCIONA; Madrid; Hybrid; EUR 40,000 - 55,000; Full time

Job summary

A leading construction and cultural projects firm in Madrid is seeking an experienced Document Controller to manage, track, and maintain all project documentation. The successful candidate will ensure all design drawings, contracts, and schedules are logged accurately and distributed appropriately. A strong technical background and proficiency in Procore, as well as the ability to communicate effectively in both English and Spanish, are essential. This full-time role may require travel to the US during project phases.

Qualifications

• 5+ years of experience as a Document Controller or Project Administrator in the construction or cultural projects sector.
• Proven expertise using Procore for document management.
• Strong organizational and communication skills.

Responsibilities

• Maintain a structured and organized digital filing system for all project documents.
• Upload, track, and manage drawings and specifications within Procore.
• Ensure version control and timely communication across project teams.

Skills

Document Management

Procore expertise

BIM knowledge (Revit, Navisworks)

Organizational skills

Communication skills

Education

5+ years of experience in Document Control

Tools

Microsoft Office Suite

Adobe Acrobat

Procore

Job description

ACCIONA Madrid, Community of Madrid, Spain

The Document Controller will be responsible for managing, tracking, and maintaining all project documentation for large-scale museum and cultural projects. This role ensures that design drawings, vendor submittals, RFIs, contracts, schedules, and project correspondence are accurately logged, version‑controlled, and distributed to the appropriate stakeholders. The position requires a strong technical profile, with proven experience using Procore as the primary document management platform. Proficiency in English and Spanish and the ability to work hours aligned with US‑based project teams to ensure effective collaboration are also required.

Key Responsibilities

Document Management

• Maintain a structured and organized digital filing system for all project documents.
• Upload, track, and manage drawings, specifications, vendor submittals, RFIs, contracts, and change orders within Procore.
• Ensure version control is maintained and obsolete documents are removed from circulation.
• Distribute updated documents and ensure timely communication across project teams and vendors.
• Generate reports and document logs to track submittal status, outstanding items, and approvals.

Coordination & Support

• Support project managers, BIM specialists, and engineering managers by ensuring all team members are working with current documentation.
• Liaise with vendors and subcontractors to confirm receipt and compliance of submissions.
• Assist with preparation of handover documentation and project close‑out packages (as‑builts, O&M manuals, etc.).
• Provide training and technical support to internal and external teams on proper use of Procore for document control.
• Coordinate document flow between international teams (Spain‑based staff, US project team, US stakeholders, vendors worldwide).
• Work hours will be scheduled to coincide with US‑based project teams to ensure effective communication and coordination.

Compliance & Quality Assurance

• Ensure all documentation complies with client requirements, project standards, and contractual obligations.
• Monitor deadlines and escalate delays in document reviews or approvals.
• Maintain confidentiality and security of sensitive project information.
• Prepare audit trails and compliance records for project reporting and client review.

Qualifications

• 5+ years of experience as a Document Controller or Project Administrator in the construction, museum, or cultural projects sector.
• Proven expertise in Procore document control and project management functions.
• Familiarity with design, fabrication, and installation workflows, ideally in AV, lighting, theming, or exhibit integration projects.
• Strong understanding of version control, submittal workflows, and change management.
• Excellent organizational and communication skills, with a detail‑oriented and methodical approach.
• Proficiency in Microsoft Office Suite and Adobe Acrobat; knowledge of BIM platforms (Revit, Navisworks) a plus.
• Proficient in English and Spanish (spoken and written).

Key Attributes

• Highly organized, detail‑driven, and proactive in managing deadlines.
• Strong communicator with the ability to coordinate between international teams.
• Comfortable working in both remote (Spain‑based) and on‑site (US installation phase) project environments.
• Adaptable and resourceful in solving administrative and technical challenges.
• Dedicated to maintaining quality, accuracy, and accountability across complex projects.

Location

• Based in Spain (with working hours aligned to US‑based project teams).
• Travel to the United States may be required during the installation and commissioning phase.

Seniority level

• Associate

Employment type

• Full‑time

Job function

• Administrative and Writing/Editing

Industries

• Museums, Historical Sites, and Zoos and Construction