Document Controller

About the Role 

The Document Controller for the AIR Alliance is responsible for maintaining the integrity, accuracy, and accessibility of project information across the program. The role provides structured control over records, drawings, correspondence, registers, and controlled templates, ensuring all documentation is captured, stored, and 
distributed in line with agreed standards and project requirements. 

The Document Controller manages the day-to-day operation of the document management system, including version control, metadata quality, workflow monitoring, and the timely release of controlled documents. The role supports project teams to navigate document processes, maintain compliance with naming conventions and 
workflows, and resolve issues that may affect information quality or traceability. 

The position contributes directly to project assurance by upholding disciplined information management practices and ensuring documentation remains reliable, auditable, and fit for purpose throughout the project lifecycle. Through consistent and accurate document control, the role enables effective decision-making, supports governance activities, and underpins efficient project delivery. 

Key Responsibilities 

The Document Controller is responsible for maintaining high-quality document control and information management practices across the Alliance, ensuring project information is accurate, controlled, and accessible to support effective governance and decision-making, with key accountabilities and responsibilities including: 

Accountabilities 

• Document Integrity and Control: Ensure all project documentation, including records, drawings, correspondence, registers, and controlled templates, is accurately captured, version controlled, and maintained in accordance with AIR Alliance standards.
• Information Accessibility and Traceability: Ensure project information remains current, traceable, and accessible to support effective decision-making, governance activities, and delivery across all functions.
• Compliance with Document Control Standards: Maintain compliance with document control processes, including naming conventions, metadata requirements, workflows, and approval pathways, escalating risks or non-compliance where required.
• Controlled Document Distribution: Ensure the timely release and distribution of controlled documents so stakeholders receive accurate, approved, and up-to-date information required for project activities.
• Assurance and Audit Readiness: Maintain reliable, complete, and auditable documentation to support project assurance activities and audit requirements throughout the project lifecycle.
• Information Security and Confidentiality: Ensure project information is protected through controlled access, appropriate permissions, and adherence to information management protocols. 

Responsibilities 

• Document Management System Operation: Manage the day-to-day operation of the document management system, ensuring documents are submitted, registered, coded, and progressed through approved workflows efficiently and accurately.
• Metadata and Naming Compliance: Maintain accurate metadata, naming conventions, and document attributes to support searchability, traceability, and alignment with AIR Alliance standards.
• Workflow Coordination: Coordinate document reviews, approvals, and transmittals, ensuring timely progression through workflows and resolving issues that may delay document processing.
• User Support and Guidance: Provide guidance, training, and support to project teams on document control procedures, system use, and information management requirements.
• Monitoring and Issue Escalation: Monitor document status, outstanding actions, and workflow bottlenecks, escalating issues that may impact information quality, compliance, or project timelines.
• Registers and Template Maintenance: Maintain document registers, logs, and controlled templates to ensure consistency, accuracy, and alignment with approved formats.
• Assurance and Audit Support: Support the preparation of documentation packages for audits, assurance activities, and governance reviews, ensuring completeness and accuracy.
• Onboarding Support: Support onboarding of new team members by coordinating system access, permissions, and orientation to document control processes.
• Stakeholder Coordination: Liaise with internal and external stakeholders to coordinate the exchange of controlled documents, ensuring accuracy, completeness, and compliance with agreed protocols. 

Qualification & Experience 

•  Relevant qualifications in business administration, project administration, information management, records management, or a related field; equivalent experience in a document control role will be considered. 
• Demonstrated experience in document control or information management within construction, engineering, infrastructure, or other complex project environments; experience working within an alliance or joint-venture delivery model is strongly preferred. 
• Strong understanding of document management systems, controlled document processes, and technical documentation requirements, supported by relevant training or qualifications in information management, business administration, project administration, or a related field.
• Experience working with high-volume technical documentation such as drawings, specifications, registers, and correspondence, with a proven ability to maintain accuracy, consistency, and traceability across project records. 
• Confidence working with engineering drawings, specifications, registers, and other technical documentation, ensuring accuracy and traceability across all records.