Senior Document Management Specialist

6 days ago

Melbourne, Victoria, Australia beBeeDocumentControl Full time $95,000 - $115,000
Job Summary

We are seeking a skilled Document Control Manager to join our team. The successful candidate will play a pivotal role in ensuring the smooth operation of document control processes across various work packages and internal stakeholders.

Main Responsibilities:
  • Develop and refine transmittal workflows for project stakeholders
  • Create and maintain master registers and dashboards to support project reporting
  • Manage drawing and document naming conventions, revisions, and distribution
  • Evaluate documents, including technical drawings, safety records, and operational procedures, to ensure they are properly registered, categorized, and filed in line with project and regulatory requirements
  • Maintain version control to guarantee accuracy, with outdated versions appropriately archived
  • Ensure documentation is maintained in an audit-ready state to support internal audits and external regulatory inspections
  • Review submitted documents for accuracy, completeness, and compliance with standards
  • Administer electronic document management systems (e.g., Aconex, ProjectWise, SharePoint), ensuring proper configuration and user access controls
  • Coordinate with internal and external stakeholders to ensure continuity of information flow
  • Act as the central point of contact for document-related queries, including contractors, consultants, and regulatory bodies
  • Support and mentor junior document controllers, promoting consistency and best practice across the team
About You

You will bring strong experience in document control within large, multidisciplinary projects, ideally in engineering, rail, or infrastructure. With a keen eye for detail and a systematic approach, you will thrive in environments where accuracy, compliance, and collaboration are critical to success.

Key Requirements And Attributes
  • 5 to 8+ years of experience in document control, including at least 2–3 years in a senior or leadership role
  • Proven background in industries with strict regulatory and documentation requirements
  • Experience managing document control across the full project lifecycle, from design through to operations
  • Familiarity with document control standards and best practices (e.g., ISO 9001, ISO 19650)
  • Strong understanding of engineering drawings, specifications, safety assurance documents, and operational procedures
  • Knowledge of how document control integrates with configuration management and change control processes
  • Experience working with cross-functional teams, including engineers, project managers, safety teams, and external stakeholders
  • Excellent organisational skills, with the ability to work independently and ensure deadlines are met

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