Document Controller

Buro Happold; Województwo mazowieckie; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Flexible hybrid working

Wellbeing initiatives

Learning & development opportunities

Salary reviews & recognition

Job summary

Buro Happold is seeking a Document Controller in Warsaw or Lublin to support Project Delivery Management by handling document control and information flows across projects. You will ensure documentation is accurate, distributed, and archived according to project and quality standards.

The role requires organisation, communication, and proficiency with MS Office, SharePoint, and CDE tools. Hybrid working options are available within Poland.

Qualifications

• Secondary education or higher.
• Experience in administrative, document control or project support roles.
• Excellent communication and stakeholder management.
• Strong organisational skills and ability to prioritise tasks.
• Proficiency in Microsoft Office (Word/Excel).
• Fluent Polish and good English language skills.
• Proactive, customer-focused and process-oriented.
• Experience with construction or design industry preferred.
• Familiarity with AutoCAD, Revit or similar software.
• Experience supporting multidisciplinary project teams.
• Knowledge of CDE or project collaboration platforms.
• German language skills are a plus.

Responsibilities

• Manage the full document control lifecycle for projects.
• Upload, file and distribute documents via email, SharePoint and CDE.
• Ensure access to latest approved documents and templates.
• Maintain document registers and distribution lists.
• Implement project-specific document control processes.
• Support QA checks and audits for documentation.
• Act as a point of contact for document queries with stakeholders.
• Coordinate submissions and support milestone deliveries.
• Monitor workflows, comments and approvals.
• Support SharePoint sites, meeting minutes and project reporting.
• Contribute to process improvements in document control.

Skills

Fluent Polish

Good English

Excellent communication

Strong organisation

Proactive approach

Team collaboration

Attention to detail

Customer-focused

Education

Secondary education or higher

Tools

Microsoft Office

SharePoint

Autodesk AutoCAD

Revit

Common Data Environment (CDE)

Job description

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 Controller 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.

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:

• 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.
• 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.

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