Lead Coordinator, Document Controls

WSP in India; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

WSP India is seeking a Lead Document Controller to lead document control services across Australia Mining projects. You will oversee a team of document controllers, ensure governance, and support project teams with EDMS platforms and reporting.

Role requires strong leadership, extensive EDMS experience (Aconex, InEight, ProjectWise, SharePoint) and a solid background in document governance and project lifecycle documentation.

Qualifications

• Bachelor’s degree or Diploma in a related discipline and 10+ years in Document Control or project support.
• Experience leading document control teams on large, multidisciplinary projects.
• Certification or formal training in EDMS is advantageous.

Responsibilities

• Lead and manage the Document Control function across projects, ensuring high-quality services.
• Champion best practices and governance standards.
• Mentor and develop a team of Document Controllers; handle recruitment.
• Provide training on EDMS and collaboration platforms (Aconex, InEight, ProjectWise, SharePoint).
• Establish and improve document control processes, workflows, and QA practices.
• Oversee document registration, transmittals, revisions, archiving and audit trails.
• Prepare status reports and insights for Project Managers and stakeholders.

Skills

Leadership

Document control

EDMS

Resource planning

Organization

Communication

Stakeholder management

Analytical thinking

Attention to detail

Multidisciplinary coordination

Education

Bachelor's degree or Diploma in Business Administration, Information Management, Engineering, Project Management

Tools

Aconex

InEight

ProjectWise

SharePoint

Microsoft Office Suite

Job description

Job Description

The Lead Document Controller is responsible for leading and managing document control services across Australia Mining projects, ensuring compliance with WSP's Way of Working, governance requirements, and industry best practices. The role oversees a team of Document Controllers, manages resource allocation, provides training and mentorship, and supports project teams with document management processes, EDMS platforms, reporting, and administrative coordination.

The position acts as a key liaison between project teams, engineering disciplines, and project leadership to ensure project documentation is controlled, maintained, and distributed efficiently throughout the project lifecycle.

Responsibilities

• Lead and manage the Document Control function across Australia Mining projects, ensuring consistent delivery of high-quality document management services.
• Champion document control best practices and drive compliance with WSP's Way of Working, project procedures, and governance standards.
• Manage, mentor, and develop a team of Document Controllers, including resource planning, performance management, and recruitment activities.
• Provide training, guidance, and technical support on Electronic Document Management Systems (EDMS) such as Aconex, InEight, ProjectWise, SharePoint, and other collaboration platforms.
• Establish, maintain, and continuously improve document control processes, workflows, folder structures, and quality management practices.
• Oversee document registration, distribution, transmittals, revisions, archiving, and audit trails to ensure accurate and controlled project documentation.
• Monitor project deliverables and document submissions to ensure compliance with project schedules and client requirements.
• Prepare and communicate document control status reports, metrics, and project documentation insights to Project Managers and stakeholders.
• Coordinate with multidisciplinary teams to ensure efficient management, tracking, and control of project information and deliverables.
• Support project administration, change management, and continuous improvement initiatives to enhance project delivery outcomes.
• Deliver training to project teams and employees on WSP folder structures, document control procedures, and project workflows.
• Establish, maintain, and continuously improve document control processes, procedures, and standards across projects.

Skills & Competencies

• Strong leadership and people management capabilities.
• Extensive experience in document control and document management systems.
• Excellent understanding of project lifecycle documentation requirements.
• Strong resource planning and workload management skills.
• Excellent organizational and multitasking abilities.
• Effective communication and stakeholder management skills.
• Ability to influence and promote best practices across project teams.
• Strong analytical and problem-solving skills.
• High attention to detail and commitment to quality.
• Experience working within multidisciplinary and international project environments.

Technical and Professional Skills

• Advanced knowledge of EDMS platforms including:
• Aconex
• InEight
• ProjectWise
• SharePoint
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience in setting up document control workflows, transmittals, and document review processes.
• Sound understanding of ISO-based quality management systems and document governance principles.
• Experience developing document control procedures, training materials, and user guides.
• Knowledge of project controls, project delivery, and engineering consultancy environments is desirable.
• Experience supporting mining, infrastructure, or major capital projects preferred.

Qualifications

• Bachelor's degree or Diploma in Business Administration, Information Management, Engineering, Project Management, or related discipline.
• Minimum 10+ years of experience in Document Control, Project Support, or Project Services roles.
• Demonstrated experience leading document control teams within large, multidisciplinary projects.
• Experience supporting mining, infrastructure, engineering consultancy, or EPCM environments preferred.
• Certification or formal training in Electronic Document Management Systems is advantageous.

What Success Looks Like

• Consistent compliance with WSP document control standards and governance requirements.
• Well-trained and high-performing document control team.
• Effective utilization and development of team resources.
• Accurate, timely, and auditable management of project documentation.
• Successful adoption of EDMS platforms and WSP Way of Working across project teams.
• On-time project deliverables and document submissions.
• Positive stakeholder feedback from Project Managers, Project Directors, and project teams.
• Continuous improvement of document control processes and project support services.

BGV

• Employment with WSP India is subject to the successful completion of a background verification ("BGV") check conducted by a third-party agency appointed by WSP India.
• Candidates are advised to ensure that all information provided during the recruitment process—including documents uploaded—are accurate and complete, both to WSP India and its BGV partner.

About Us

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At “WSP” we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

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We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.
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Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

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With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.
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• Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our “Making Health and Safety Personal” initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

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