Document Controller

Buro Happold Engineer India Private Limited; Województwo lubelskie; Hybrid; PLN 64,000 - 100,000; Full time

Benefits offered by this job

Flexible hybrid work

Private medical care

Career development

Job summary

Buro Happold in Poland seeks a Document Control specialist to join the Project Delivery Management team, based in Warsaw or Lublin. You will manage project documentation, ensure proper versioning, and support information flows across multidisciplinary teams.

The role requires fluent Polish and good English, strong organisational skills, and experience in administrative or document control roles. We offer hybrid working, private medical care, and development opportunities across Europe.

Qualifications

• Secondary education or higher.
• Experience in administrative, document control or project support roles.
• Excellent communication skills with project teams and stakeholders.
• Strong organisational skills with ability to prioritise multiple tasks.
• Ability to work accurately under pressure and meet deadlines.
• Proficiency in Microsoft Word and Excel.
• Fluent Polish and good English.
• Proactive and customer-focused approach; ownership of responsibilities.
• Interest in improving processes and ways of working.

Responsibilities

• Manage document control lifecycle across projects, including registration, distribution, and archiving.
• Upload, file, and distribute documents via email, SharePoint, and CDE.
• Ensure latest approved versions are accessible to project teams.
• Maintain document registers, logs, and issue sheets per procedures.
• Support QMS audits and documentation reviews.
• Coordinate document submissions and milestone deliveries.
• Assist with SharePoint sites, meeting minutes, and project reporting.

Skills

Administrative experience

Communication skills

Organisational skills

MS Word & Excel

Polish language

English language

Attention to deadlines

Process improvement mindset

Education

Secondary education or higher

Tools

SharePoint

Autodesk AutoCAD

Revit

Common Data Environments (CDE)

Job description

We are Buro Happold

We are a world-class global practice of engineers, designers, and advisors. We create transformative outcomes for clients and communities through integrated thinking and a truly interdisciplinary, interconnected community of passionate experts.

We are a world-class global practice of engineers, designers, and advisors. We create transformative outcomes for clients and communities through integrated thinking and a truly interdisciplinary, interconnected community of passionate experts.

Our founder, Sir Ted Happold, believed that it was out of the different skills and bodies of knowledge we have across our firm, that the quality of what we do really emerges.

This culture of collaboration and respect is as strong today as ever and drives us to deliver elegant solutions that leave a positive lasting legacy for the communities we work in and the environment. We value human wellbeing, embrace mutual responsibility, and understand that a sustainable future is intrinsic to the economic and social impact of our work.

Work with us to deliver a truly transformative future.

About You

Are you an organised and detail-oriented professional with a passion for keeping projects running smoothly? Buro Happold is looking for a Document Control to join our Project Delivery Management (PDM) team in Warsaw or Lublin.

In this role, you will play a key part in supporting project teams by managing project documentation and information flows. You will act as a central point for document control processes across a variety of exciting projects, ensuring documentation is accurately maintained, distributed and archived in line with project and quality requirements.

Your Key Duties

Document Control & Information Management

• Manage the full document control lifecycle, including registration, distribution, storage and archiving of project correspondence, drawings, reports and other project documentation in both electronic and paper formats.
• Upload, process, file and distribute documents received via email, SharePoint, project extranets and Common Data Environments (CDE).
• Ensure project teams have access to the latest approved versions of documents, drawings and project information.
• Maintain document registers, correspondence logs, distribution lists and issue sheets in line with project procedures.
• Implement and maintain document control processes tailored to individual projects.
• Maintain and update document templates and standards across projects.

Quality Assurance & Compliance

• Carry out quality assurance checks to ensure documentation is complete, accurate and compliant with project and Quality Management System (QMS) requirements.
• Verify that issued documentation meets contractual and project requirements.
• Support project teams during QMS audits and documentation reviews.

Coordination & Project Support

• Act as a key point of contact for document-related queries within project teams and with external stakeholders.
• Coordinate document submissions and support project milestone deliveries.
• Monitor document workflows, including comments, responses, revisions and approvals.
• Support project teams with SharePoint sites, meeting minutes, project reporting and communication channels.
• Contribute to the continuous improvement of document control processes and ways of working.

Your Skills And Experience

To succeed in this role, you will be able to demonstrate:

Essential

• Secondary education or higher.
• Previous experience in an administrative, document control or project support role.
• Excellent communication skills and confidence working with project teams and senior stakeholders.
• Strong organisational skills with the ability to prioritise and manage multiple tasks.
• Ability to work accurately under pressure and meet deadlines.
• Proficiency in Microsoft Office applications, particularly Word and Excel.
• Fluent Polish and good English language skills.
• A proactive, customer-focused approach and willingness to take ownership of responsibilities.
• Interest in improving processes and ways of working.

Desirable

• Experience within the construction, engineering, architecture or design industry.
• Familiarity with Autodesk AutoCAD, Revit or similar software.
• Experience supporting multidisciplinary project teams.
• Knowledge of Common Data Environments (CDE) or project collaboration platforms.
• Additional language skills, particularly German.

What We Offer Across Europe

• Flexibility & Wellbeing: Flexible and hybrid working arrangements, wellbeing initiatives and employee support programmes that help you maintain a healthy work-life balance.
• Meaningful Work & Global Collaboration: Opportunities to work on exciting and challenging projects with local and international impact, collaborating with multidisciplinary teams across our global network.
• Learning, Development & Career Growth: Structured career paths, regular development conversations, internal and external learning opportunities, and support for your professional growth.
• Reward & Recognition: Annual salary reviews and performance-related bonus opportunities that recognise your contribution and impact.
• Inclusive Culture & Community: A collaborative and inclusive environment with knowledge-sharing opportunities, team events and opportunities to build your professional network.
• Innovation & International Opportunities: The chance to contribute ideas, make an impact from an early stage of your career, and explore international career development opportunities
• Agile Working Environment: Flat hierarchies and short decision-making processes.

Additionally, In Poland, We Offer

• Health, Wellbeing & Financial Security: Private medical care fully funded by Buro Happold, Employee Capital Plans (PPK), access to our Employee Assistance Programme and holiday allowance.
• Flexibility & Lifestyle Benefits: Stable employment, flexible working arrangements, and a subsidised Multisport Plus card or MyBenefit Cafeteria programme.
• Learning & Development: Free English and German language learning programmes, together with internal training programmes, workshops, webinars and hackathons.
• Recognition & Workplace Experience: Jubilee awards and modern office locations in Warsaw and Lublin.

Interested? Intrigued? Inspired?

Join us to find out what you’re really capable of.