Project Support

Tradestaff New Zealand; Bay of Plenty; On-site; NZD 70,000 - 90,000; Full time

Job summary

A leading staffing agency in New Zealand seeks an experienced Aconex Document Control Administrator to manage document workflows on a large-scale project. The ideal candidate has over 3 years’ experience in document control and proven success with Aconex. Responsibilities include setting up document control structures, maintaining workflows, and ensuring compliance. Competitive salary and opportunities for professional development are offered.

Benefits

Competitive remuneration

Collaborative team environment

Professional development opportunities

Qualifications

• Minimum 3 years of experience in document control on large, complex projects.
• Proven hands-on experience using Aconex.
• Strong understanding of document control best practices.

Responsibilities

• Manage all aspects of document control within Aconex.
• Set up and maintain document control structure.
• Monitor and maintain document workflows.

Skills

Document control best practices

Aconex experience

Organizational skills

Attention to detail

Communication skills

Tools

Aconex

Reporting tools

Job description

Job Title: Aconex Document Control Administrator
Location: Eastern Bay of Plenty
Employment Type: Full‑time Project Duration

About the Project
We are involved in a large‑scale / complex project involving architecture, engineering, construction, consultants and contractors. To maintain high standards of documentation, communication, and compliance, we are seeking an experienced Aconex Document Control Administrator to support our document control systems and ensure smooth, auditable document workflows across the project lifecycle.

Key Responsibilities

• Manage all aspects of document control within Aconex: registering documents, drawings, transmittals, versioning, superseding, metadata, document statuses, revisions.
• Set up and maintain document control structure: document types, disciplines, required metadata, access controls, user permissions.
• Monitor and maintain document workflows: review & approval processes, transmittal routing, identifying & resolving bottlenecks.
• Produce and maintain document registers, audit trails, reports (e.g. outstanding approvals, overdue transmittals, revision history).
• Manage correspondence / mail, RFIs, submissions through Aconex; ensure all communication is recorded and traceable.
• Liaise with multiple stakeholders (engineers, consultants, contractors, internal project team) to ensure documents are submitted, reviewed, approved, distributed in a timely fashion.
• Ensure that the Master Documents are current, archived properly, previous versions are retained, obsolete docs are superseded and logged.
• Maintain high standards of data and metadata consistency; perform checks for completeness, correctness of file naming, metadata entry compliance.
• Provide ongoing training, guidance and support to team members (internal or external) on Aconex use and document control best practices.
• Assist with audit / compliance requirements as necessary.

Skills & Experience

• Minimum 3 years’ experience in document control / document management roles on large, complex projects.
• Proven hands‑on experience using Aconex, including configuration, workflows, versioning, transmittals, audit trail, user roles etc.
• Strong understanding of document control best practices: numbering, revisions, version control, metadata, classification.
• Excellent organizational, administrative, and time‑management skills; ability to manage large volume of documents and tight deadlines.
• Strong attention to detail; accurate in metadata, document naming, permission settings etc.
• Effective written and verbal communication skills; ability to engage with multiple stakeholders.
• Competent with reporting tools, ability to generate document control reports.
• Familiarity with quality / compliance / regulatory standards relevant to the project’s sector.
• Experience interfacing with BIM, CAD files, large models, other project systems / integration.

What We Offer

• A position in a high profile / high impact project with opportunity to make a difference in documentation & compliance.
• A collaborative team environment.
• Competitive remuneration & benefits.
• Opportunity for professional development.

How to Apply
Please send your CV / resume and a cover letter outlining your experience with Aconex Document Control, particularly on large scale / multi‑disciplinary projects, to [e-mail].
Include any examples of how you improved document workflows, reduced errors or delays, or managed large document volumes.