Documentation Manager

North Sydney, NSW

Hybrid – combination of North Sydney office, project sites and working from home

Project Director / Senior Project Manager

About the Role

We are seeking an experienced and highly organised Documentation Manager to join a leading construction and project management consultancy based in North Sydney.

This is a key role within the project delivery team, responsible for managing and controlling project, design and construction documentation across a range of projects. Working closely with Project Directors, Project Managers, consultants, contractors and clients, you will ensure that all documentation is accurately managed, maintained, distributed and accessible throughout the full project lifecycle.

The successful candidate will take ownership of document control processes and systems, helping to establish best-practice protocols and ensuring project teams are working from the latest and most accurate information.

Key Responsibilities

• Manage and control design, project and construction documentation across multiple projects.
• Administer and manage document control platforms including Aconex, Procore or similar systems.
• Ensure all project documentation is correctly uploaded, filed, distributed and maintained in accordance with established protocols.
• Maintain accurate and up-to-date document registers, including drawings, RFIs, design changes, workflows, transmittals and other project documentation.
• Monitor incoming and outgoing documentation and ensure it is distributed to the appropriate project stakeholders.
• Manage and track RFIs, workflows and correspondence, ensuring items are progressed and closed out in a timely manner.
• Ensure the latest revisions of drawings and documentation are available to the wider project team.
• Maintain document numbering, naming and filing conventions across consultants, contractors and project stakeholders.
• Coordinate the preparation and distribution of documentation transmittals.
• Manage the return and distribution of marked-up drawings and documentation between consultants, contractors and project teams.
• Assist Project Managers with project reporting, meeting packs, project control documentation and general project administration.
• Establish and continuously improve document control and administration protocols across projects.
• Act as a key point of contact for project teams on documentation management and document control matters.
• Support multiple project teams and workstreams simultaneously while maintaining a high level of accuracy and attention to detail.
• Ensure documentation management processes comply with internal quality, project and client requirements.

Skills & Experience

The successful candidate will ideally have:

• Previous experience in a Document Controller, Documentation Manager, Project Coordinator or similar role within construction, engineering, property or project management.
• Strong experience using Aconex, Procore or similar document management platforms.
• Experience managing documentation across design and construction projects.
• A strong understanding of project documentation processes, including drawings, RFIs, transmittals, registers and revision control.
• Excellent organisational and time management skills, with the ability to manage multiple projects and competing priorities.
• Strong attention to detail and a high level of accuracy.
• Excellent written and verbal communication skills.
• The ability to build effective working relationships with clients, consultants, contractors and internal project teams.
• Confidence working independently while also being a collaborative member of a wider team.
• Proficiency across the Microsoft Office Suite, including Excel and Word.
• Experience with Bluebeam, Adobe Creative Suite, CAD or other construction-related software would be advantageous.

Qualifications

A Degree or Diploma in Construction, Project Management, Architecture, Engineering or a related discipline would be advantageous but is not essential.

Relevant experience within the construction, engineering, property or project management sector will be highly regarded.

What's on Offer

• Join a growing and well-established construction and project management consultancy.
• North Sydney location with excellent transport links.
• Hybrid and flexible working arrangements.
• Opportunity to work across a diverse portfolio of construction and property projects.
• Work closely with experienced Project Directors and Project Managers.
• Opportunity to take ownership of documentation systems and processes and contribute to improving project delivery.
• Collaborative and professional team environment with genuine opportunities for career development.