BVN is looking for a Document Controller to support a range of architecture and interiors projects. The focus will be on preparing, managing and filing documents in accordance with BVN's quality management system.

The Document Controller will report directly to the various Project Team Leaders on a day to day basis and overall to the Studio Director.

KEY RESPONSIBILITIES​

All tasks and responsibilities are to be carried out in accordance with BVN's quality management system, nominated project processes and guides.​

  • Manage and action all requested transmittals including incoming, outgoing and workflow transmittals.
  • Manage and maintain accurate filing and records management systems, including project related document control registers.
  • Upload, download and issue documents in Newforma and Aconex, as required.
  • Meticulously review all documents for accuracy and advise Project Leaders of any discrepancies to be updated prior to issue (relates to digital file or technical documentation edits).
  • Communicate changes of documents and/or accessibility of records to relevant team members and Project Leaders.
  • Archive project record and documentation and ensure all team members have access to necessary files.
  • Liaise with Project Leaders regarding project deliverables and requirements; provide support and advice to the team to ensure they meet deliverables and work within their scope.
  • Manage project Quality Management Systems and maintain Quality Assurance and Quality Control at all times.
  • Distribute project-related copies to internal teams.
  • Retrieve files as requested by Project Leaders/Project Directors, team members, clients and consultants.
  • Maintain confidentiality around sensitive information and terms of agreement.
  • Prepare ad-hoc and/or monthly project reports, as needed, e.g. Report on RFIs (Requests for Information).
  • Register new and/or revise existing Record Documents.
  • Complete Document Control audits and reviews, as required.
  • Maintain and revise Document Control guides and/or project specific guides and templates.
  • Manage Aconex, Newforma and/or Outlook group distribution lists and project transmittals.
  • Coordinate all activities relating to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
  • Input document data into the standard registers ensure that the information is accurate and up to date.
  • Maintain updated records of all approved documents and drawings and their distribution.
  • Plan, supervise and record document flow to and from all necessary parties, including clients, subcontractors, project offices and BVN studio location.
  • Check quality of documents and monitor processes and compliance.
  • Attend regular project meetings, as required.
  • Prepare, format, compile and collate documentation, submissions, presentations, specialist reports, invoices etc.
  • Assist project teams and Senior Personnel with preparation for meetings.
  • Research information for project teams when required.
  • Bind reports, specifications, submissions, and other documentation as required.
  • Type and prepare correspondence (incl. emails, meeting minutes) as required.

REQUIREMENTS

  • Comprehensive understanding of quality management systems and records management systems.
  • Previous experience reviewing technical documents.
  • Excellent interpersonal and communication skills (written and verbal).
  • Strong attention to detail with the ability to identify errors prior to issue.
  • Ability to multi-task and work independently as well as in a team.
  • Extremely proactive with the ability to think both creatively and strategically.
  • Responds well under pressure with strict time limit.
  • Well-organised, methodical and highly resourceful.
  • Experience archiving project record and documentation.
  • Previous experience with Aconex and Newforma preferred.
  • Excellent Microsoft Excel, Word and InDesign skills.
  • Entry level knowledge of CAD and Revit principles preferred, but not essential