Document Controller

About the company
With more than ‎10000 people around the globe, GHD is one of the world's
leading professional services companies operating in the global markets of
water, energy and resources, environment, property and buildings, and
transportation. Serving clients across five continents and the Pacific region,
GHD people share a passion for exceeding the expectations of our clients and
giving to their success.
Position summary
The Document Controller is responsible for receipt, distribution, scanning,
indexing, and logging Program information to ensure data integrity and
consistency across all systems and departments. They ensure document
processing adheres to document control procedures. In addition, they file,
archives, retrieves, and keeps track of documentation electronically and in
hard copies assesses the document processing activities and advises management
about any outstanding issues or deviations from the document control
procedures.
You will have an outstanding eye for detail and the ability to prioritise your
day while working on multiple tasks. Ideally you will also be self-motivated
and hardworking and enjoy working in a team while supporting them to deliver
their outcomes. You approach each work day by assessing what needs to get done
and are ever-aware of staying on target with your time. You, in a word, are
Organized. When you get in focused work mode, there's no stopping you. You are
analytical and clear-headed and feel a sense of accomplishment knowing it went
as it should.
Key roles and responsibilities
* Initiate and be responsible for the documentation protocol at project start in consultation with the Project Manager/ Resident Engineer.
* Prepares correspondence for the project & construction management team including flow-charts, draft letters, minuting meetings etc.
* Leads the tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, produces logs, transmittals, and other reports as required.
* Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
* Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as the need arises. Enters data and produces reports using other standard office automation or department-specific computer applications
* Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. Expedites review, signature approval, and release of supplier and internally produced documents.
* May perform some clerical duties such as light typing, filing, answering phones, messenger service, etc.
* Assists junior document control staff to ensure effective implementation of project-specific procedures.
* Scan, index and log incoming and outgoing documents. Distribute, scan, index, file, and archive documents such as material submittals, drawings, financial contracts, and financial documents.
* Contributes as a great teammate who is deadline driven and works well with others.
* Assist other staff to familiarize themselves with the existing DC system.
* Performs other duties commensurate with functional level and responsibilities.
* Ensure that reference materials (codes and contract documents) are accurately maintained in the Technical Library.
* Performs other responsibilities associated with this position as may be appropriate.
Skills and experience required
* A diploma (or equivalent) and typically ‎8+ years of relevant document control work experience.
* Your digital literacy should include Microsoft Office (Word, Excel, PowerPoint and Access) and online document management systems.
* Knowledge in ISO and audit certifications.
* Excellent Aconex experience.
Personal competencies required
* Pro-active in resolving issues.
* Efficient and enjoy working in a team environment
* Excellent communications skills in English - written and oral is crucial, organizational, and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
* You are highly motivated and eager to learn new systems in a fast-paced environment, improving document control procedures and processes through the adoption of digital tools such as ProCore, Aconex, Synchro, BIM360 etc.
* Organised and resourceful, with the ability to manage the control of documentation across several projects, at a time.

Why GHD?
Being the best we can be is in our culture.
We are a family of smart, innovative and creative problem solvers. In our
employee-owned company, everything feels like it matters more. Challenge us
and help us come up with new solutions to ensure water, energy and
urbanisation are made sustainable for generations to come.
Our commitment to you
Commitment is a powerful word that defines how we do business, how we serve
our clients and how we care for one another. We will support your needs by
giving you the tools to do your best work and then recognise achievements. We
will set your curiosity free to allow brilliant minds to do their best work.
We will invest in new ideas, removing barriers where we can. Finally, we will
encourage you to collaborate with thousands of diverse people across our
global business.
Who we are
We are committed to solving the world's biggest challenges in the areas of
water, energy and urbanisation . GHD is a global professional services company
that is a leader in engineering, construction and architectural expertise.
Established in ‎1928, we remain wholly owned by our people. We are ‎10,000+
diverse and skilled individuals, yet we are proudly 'One GHD' across more than
‎200 offices, spanning five continents - Asia, Australia, Europe, North and
South America, and the Pacific region. Delivering extraordinary social and
economic outcomes, we are passionate about building lasting relationships with
our partners and clients.