Digital Document Specialist

Fulton Hogan; Tauranga; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

KiwiSaver employer contributions

Fuel discount card

Parental leave top-up and return-to‑to

Family scholarships

Ongoing training and development

Job summary

Fulton Hogan is seeking a Digital Document Specialist to join our Auckland office, initially supporting Takitimu North Link in Te Puna while the role may work from Auckland. The role acts as Gate Keeper for project documentation, controlling reports, drawings, contracts and confidential electronic documents with external parties.

You will maintain EDRMS, ensure filing, version control, metadata tagging, train staff, run reports, and assist handover documentation.

Qualifications

• Knowledge of EDRMS preferred, otherwise training will be provided.
• Strong MS Office suite expertise and good process knowledge.
• Knowledge of SharePoint and Metadata is advantageous but not necessary.
• Strong attention to detail including both written and oral communication skills.
• Adaptability to learn and develop new systems quickly.
• Prior construction experience is an advantage but not a requirement.
• A Records & Information or Business Administration qualification will be advantageous but is not essential.

Responsibilities

• Maintain Electronic Document Records Management System (EDRMS) by reviewing daily uploads.
• Maintain and manage all project/organisational documents, ensuring correct filing, version control, and easy retrieval.
• Implement and enforce document control procedures, standards, numbering systems, and naming conventions.
• Receive, check, track, register, and distribute documents to relevant stakeholders.
• Ensuring correct metadata information tags is applied correctly.
• Train and support staff and contractors in correct document control processes and system use.
• Run reports when required and offer training and support of the EDRMS to necessary stakeholders.
• Prepare, organise, and archive final documentation for project handover and long-term records.
• Working alongside a variety of Project Managers, Engineers and other technical members.

Skills

MS Office

SharePoint

Metadata

Attention to detail

Training staff

Adaptability

Education

Records & Information qualification

Tools

EDRMS

Documentation management

Job description

Nau mai haere mai ki tā mātou whānau | Welcome to our Fulton Hogan Family

Mô te tūčanga | About the role

We’re seeking for a Digital Document Specialist to join our team based in Auckland (Penrose).

This is a position that will initially support our current project Takitimu North Link which is based in Te Puna, however the preferred candidate will be working out of our based Auckland office.

Fulton Hogan is constructing the project in a joint venture with HEB Construction, continuing a long and successful partnership on large projects in the Bay of Plenty. Beca and Holmes Consulting are the Joint Venture’s designers.

This role is the system Gate Keeper of all projects related documentation. With your keen eye for detail, you’ll be controlling documents such as reports, drawings, financial records and other confidential project-related electronic documents and correspondence with multi external parties.

This is a crucial role for our projects ensuring confidentiality along with accuracy in sharing information with the right peopleand in the right way.

In addition to the above you will:

• Maintain Electronic Document Records Management System ( EDRMS ) by reviewing daily uploads

• Maintain and manage all project/organisational documents, ensuring correct filing, version control, and easy retrieval

• Implement and enforce document control procedures, standards, numbering systems, and naming conventions

• Receive, check, track, register, and distribute documents (e.g. drawings, reports, contracts) to relevant stakeholders

• Ensuring correct metadata information tags is applied correctly

• Train and support staff and contractors in correct document control processes and system use.

• Run reports when required and offer training and support of the EDRMS to necessary stakeholders

• Prepare, organise, and archive final documentation for project handover and long-term records.

• Working alongside a various Project Managers, Engineers and other technical members

On-the-job and ongoing training for business processes and the EDRMS will be provided, you’ll be well supported by a wider Digital Document & Systems Team.

Scope:

The $475M (TNL) Takitimu North Link Stage 1 project will provide a four lane inter-regional connection between the existing SH2 from near Loop Road, Te Puna in the west, to SH29 Takitimu Drive Toll Road in the east, and includes an on-ramp from Fifteenth Avenue to the SH29 Takitimu Drive Toll Road. The new 6.5km long four lane highway will bypass Te Puna and Bethlehem townships, improving the efficiency and safety of the strategic network, and will support growth in the Minden area.

This exciting project is the first in the planned improvement of SH2 from Tauranga towards Katikati, and involves challenging geotechnical conditions, significant bridge structures and a focus on environmental and sustainability outcomes. It also has a focus on partnership between Waka Kotahi and local Hapu. It is one of the first New Zealand Upgrade Projects announced by the Government last year to be brought to construction.

Good Work equals Good Benefits

• KiwiSaver employer contributions

• Fuel discountcard

• Parental leave top-up payment with additional return to work support

• Family scholarships

• Ongoing training and development, career growth and progression opportunities

• Great discounts at a wide range of retailers

• Medical insurance “an eligibility period applies”

• Life insurance

At Fulton Hogan, we genuinely care about the wellbeing of our people and giving them the tools and opportunities they need to succeed and grow with us.

We’re looking for someone with:

• Electronic Document Records Management System (EDRMS) knowledge is preferred, otherwise training will be provided

• Strong MS Office suite expertise and good process knowledge

• Knowledge of SharePoint and Metadata is advantageous but not necessary

• Strong attention to detail including both written and oral communication skills

• Adaptability to learn and develop new systems quickly

• Prior construction experience is an advantage but not a requirement

• A Records & Information or Business Administration qualification will be advantageous but is not essential

Ko wai mĉtū | About us

At Fulton Hogan, Good Work is about more than what we build. It’s how we show up for each other, how we treat people, and how we create better outcomes together.