Document Control Specialist

Goodwood is a specialist commercial management, project controls and quantity surveying consultancy focused on providing high-caliber project services to clients within the mining, resources, and infrastructure sectors across Australia and Canada. Our Brisbane office, located alongside the scenic Brisbane river at Eagle Street, is currently undergoing a period of controlled growth and looking to offer candidates the chance to become a part of the story. With multiple progressive opportunities the successful candidate will have the ability to advance within the business and positively influence their own career path. About the Role The Document Control Specialist manages all documentation systems, processes and records throughout the project lifecycle. This role ensures compliance with contractual obligations, maintains document integrity, and provides critical administrative support to project delivery teams. We are looking for dynamic individuals to join our current and upcoming portfolio of projects with a mixture of Brisbane-based, WFH, client-office, and FIFO work assignments on offer. Qualifications & Experience Diploma or Advanced Diploma in Business Administration, Records Management, Document Management or equivalent qualification; OR Bachelor's Degree in Business, Administration, Information Management or related discipline; OR recognized certification in Records and Information Management. 5+ years of relevant experience in document controls within the mining, resources and infrastructure sectors. Must have unrestricted rights to work within Australia. Proven experience with document management software platforms, specifically InEight (Teambinder) / Aconex ; exposure to other platforms such as Viewpoint, Vortex or similar systems is advantageous. Proficiency in either InEight (Teambinder) or Aconex is sufficient to meet the document management platform requirements. Analytical, attention to detail, personable and able to solve complex problems with creativity and innovation. Must be proficient in using the full Microsoft Office suite (SharePoint, Outlook, Word, Excel, Powerpoint, MS Teams). Key Responsibilities Document Management Systems & Compliance Configure and maintain document management platforms (Aconex, InEight, Teambinder or equivalent) with appropriate access controls, workflows and approval hierarchies. Develop and implement document control plans aligned with client requirements, project standards and contractual obligations. Establish document classification, numbering, filing and naming protocols ensuring consistency across all projects. Develop document retention and archival procedures in compliance with regulatory and client requirements. Monitor system performance and compliance with established procedures, identifying continuous improvement opportunities. Design & Documentation Control Maintain comprehensive project document registers including design documents, specifications, technical submissions and drawings. Coordinate document approval workflows ensuring all stakeholders review and authorize documentation in accordance with contractual requirements. Implement receipt, review, indexing and filing procedures for incoming design information from engineers, architects and subconsultants. Manage revision control, ensuring obsolete versions are archived and current versions are distributed to prevent use of incorrect documentation. Maintain drawing and specification registers with current versioning. Track procurement documentation including requests for quotation (RFQ), tender submissions, evaluations and contract awards. Prepare and distribute tender packages ensuring completeness and controlled distribution to approved bidders. Maintain registers of tender addenda, amendments and clarifications. Coordinate receipt and management of tender submissions in a confidential manner. Maintain control of all original signed contracts, variations, amendments, schedules and attachments. Manage project correspondence records ensuring emails, letters and memos are appropriately filed and retrievable. Coordinate distribution of correspondence to relevant project team members and external stakeholders. Maintain project meeting minutes and action registers, ensuring distribution and tracking of follow-up actions. Organize and retrieve project records to support claims, disputes and audit requirements. Project Handover & Archival Prepare project documentation for handover by ensuring completeness, proper indexing and organization. Coordinate final document submissions from contractors and confirm receipt and acceptance. Prepare project record documents including as-built drawings, final specifications and completion certification. Create document indices and filing guides facilitating future retrieval. Deliver final project records to clients or designated repositories in accordance with retention requirements. General Responsibilities Respond promptly to information requests from project team members. Maintain backup and disaster recovery procedures protecting critical documentation. Provide user guidance documentation and training on document control procedures and system usage. Liaise with contractors, consultants, clients and regulatory bodies regarding documentation requirements. Maintain strict confidentiality of sensitive and commercially sensitive project information. Ensure compliance with relevant legislation including privacy, copyright and information management standards. Required to act independently and with a high degree of accuracy, integrity and accountability, as part of a team, interacting with co-workers, contractors, and superiors in a confidential and professional manner. Working Conditions Combination of office and work-from-home work location Exposure to deadlines, multiple demands, distractions/interruptions Periodic travel to construction sites High pressure project environment and frequent conflicts to resolve #J-18808-Ljbffr