Document Controller

SmartRecruiters, Inc.; Leinster; Hybrid; EUR 42,000 - 62,000; Full time

Benefits offered by this job

Hybrid work

Career development

Merit rewards

Benefits package

Social club

Volunteer opportunities

Job summary

AECOM is seeking a driven Document Controller to join our Dublin Transport team. You will manage document storage, version control, and distribution across projects, ensuring compliance with standards and efficient workflows.

You will mentor junior controllers, implement improvements, and support audits through robust records and reporting. This hybrid role offers flexible working patterns and opportunities for career development within a global infrastructure leader.

Qualifications

• 5+ years' experience in document control and handling project documentation.
• Knowledge of quality management and process improvement practices and systems, preferably within the construction sector.
• Strong experience in document control activities relating to compliance, quality and policies.
• Strong experience working with document management systems, databases and software.

Responsibilities

• Monitor the creation, tracking, and storage of documents in a centralised repository, ensuring optimal organisation for easy access and retrieval.
• Develop and refine version control protocols to ensure the most current and relevant documents are utilised, while maintaining comprehensive records of historical versions for reference.
• Monitor the precise management of documents, including tracking revisions and maintaining accuracy and consistency in document versions.
• Manage and optimise the distribution of documents to internal and external stakeholders, ensuring timely and accurate dissemination of critical information.
• Ensure all documentation strictly adheres to organisational policies, industry standards, and regulatory requirements, upholding consistency in document formats and templates.
• Implement and regulate access rights to safeguard sensitive information, ensuring only authorised personnel have appropriate access.
• Facilitate and enhance communication with team members, stakeholders, and vendors to streamline document exchanges and updates.
• Coordinate and improve the document review and approval processes, ensuring efficient and timely revisions and endorsements from relevant stakeholders.
• Maintain and enhance records of document history, including revisions, approvals, and distribution logs, crucial for audits and future references.
• Generate and analyse reports on document status, activities, and compliance to support project management and strategic decision-making.
• Identify and implement opportunities to improve document management processes and systems, ensuring they remain effective and evolve with project needs.
• Lead the prioritisation of tasks to meet deadlines and manage document flow across various project phases efficiently.
• Proactively identify and resolve complex issues related to document management, implementing solutions quickly and effectively.
• Provide guidance and support to junior document controllers, fostering a collaborative and efficient team environment.
• Perform additional tasks, activities or other duties as may be required or assigned as part of the role.

Skills

Document control

Version control

Stakeholder coordination

Regulatory compliance

Document management systems

Tools

Document management systems

Databases

Microsoft Office

Job description

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

Start here. Go further here.

Shaping Ireland's Transport Future (Roads, Metrolink, Public Transport, and Greenways)

We are seeking a driven and experienced Document Controller to join our growing Transportation team in Dublin, Ireland. As part of a collaborative team of over 150 professionals, you will play a key role in supporting the effective management and control of project documentation across a diverse portfolio of transportation projects.

In this role, you will support the teams by managing document storage, sharing, and document control processes, while acting as the main point of contact for documentation-related queries across the organisation.

Working as part of the Document Control team, you will manage the document management system, support the implementation of document control tools, and provide guidance to junior Document Controllers to promote consistent document control practices.

You will ensure documentation is managed in line with organisational standards and procedures, maintain accurate records, and identify opportunities to improve document control processes. Through effective document governance, you will help support successful project delivery and ensure information is managed efficiently throughout the project lifecycle.

Your Role & Responsibilities

You will:

• Monitor the creation, tracking, and storage of documents in a centralised repository, ensuring optimal organisation for easy access and retrieval.
• Develop and refine version control protocols to ensure the most current and relevant documents are utilised, while maintaining comprehensive records of historical versions for reference.
• Monitor the precise management of documents, including tracking revisions and maintaining accuracy and consistency in document versions.
• Manage and optimise the distribution of documents to internal and external stakeholders, ensuring timely and accurate dissemination of critical information.
• Ensure all documentation strictly adheres to organisational policies, industry standards, and regulatory requirements, upholding consistency in document formats and templates.
• Implement and regulate access rights to safeguard sensitive information, ensuring only authorised personnel have appropriate access.
• Facilitate and enhance communication with team members, stakeholders, and vendors to streamline document exchanges and updates.
• Coordinate and improve the document review and approval processes, ensuring efficient and timely revisions and endorsements from relevant stakeholders.
• Maintain and enhance records of document history, including revisions, approvals, and distribution logs, crucial for audits and future references.
• Generate and analyse reports on document status, activities, and compliance to support project management and strategic decision-making.
• Identify and implement opportunities to improve document management processes and systems, ensuring they remain effective and evolve with project needs.
• Lead the prioritisation of tasks to meet deadlines and manage document flow across various project phases efficiently.
• Proactively identify and resolve complex issues related to document management, implementing solutions quickly and effectively.
• Provide guidance and support to junior document controllers, fostering a collaborative and efficient team environment.
• Perform additional tasks, activities or other duties as may be required or assigned as part of the role.

What we offer:

• Flexible hybrid working.
• Career development opportunities via AECOM University and our industry leading Technical Excellence programme.
• A structured and transparent AECOM career model, allowing you to plan your progression with confidence and clarity.
• A merit led reward programme, recognising individual and team contributions to quality,safetyand commercial successes.
• A range of core and personalised benefits tailored to your lifestyle and well-being.
• Social value opportunities, allowing you to volunteer and further support the communities your projects will benefit.
• Sports and Social Club with regular events across the team to build relationships across our teams.

Qualifications

• Intermediate: Typically, 5+ years' experience, 3+ years specialism in document control and a proven track record of handling project document control, preferably for high value complex projects.
• Knowledge of quality management and process improvement practices and systems, preferably within the construction sector.
• Strong experience in document control activities relating to compliance, quality and policies.
• Strong experience working with document management systems, databases and software.

Additional Information

Interested in the role or curious about life at AECOM? Follow us on LinkedIn, Facebook, Instagram, and YouTube to explore our AECOM voices, employee stories, latest projects, and much more!#STAP

To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $16.1 billion in fiscal year 2025. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity

You will have the flexibility you need to do your best work with hybrid work options.Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility.As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

We are aDisabilityConfidentEmployer and will offer an interview to applicants who have a disability or long-term condition, who meet the minimum/essential criteria for the role. Please let us know using this email address [e-mail] if you would like to apply through theDisabilityConfidentInterview Scheme.

All your information will be kept confidential according to EEO guidelines.

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