Document Control Admin - Work From Home | Day Shift

The Document Control Assistant will support the Document Controller with the preparation, issue, tracking and maintenance of project and vendor documentation. The role will prepare customer transmittals, maintain Vendor Data Document Registers and format supplier documentation to meet project-specific naming, numbering, revision, and submission requirements.

• Assist the Document Controller with day-to-day document control activities across active customer, supplier and project packages.
• Prepare and issue document transmittals to customers and other stakeholders in accordance with approved procedures and project requirements.
• Create, maintain and update Vendor Data Document Registers for project packages, including document status, revisions, submissions and return information.
• Receive supplier documentation and verify that filenames, document numbers, revisions, titles, dates and required metadata are complete and accurate.
• Edit and format PDF documents, applying approved company or customer headers, document numbers, filenames, cover information and other project-specific requirements.
• Maintain structured project folders and document libraries in SharePoint, ensuring records are stored correctly with appropriate version control.
• Register incoming and outgoing documentation and maintain accurate and traceable records of document issues, revisions, reviews and approvals.
• Check documentation against customer specifications, document schedules and submission requirements before release.
• Coordinate with the Document Controller, project personnel, suppliers and internal stakeholders to obtain missing information and resolve document discrepancies.
• Track outstanding documents, customer comments, supplier revisions and due dates and follow up as required to keep project submissions on schedule.
• Prepare document packages for internal review and ensure appropriate approval is obtained before documentation is transmitted externally.
• Support project handover and close-out activities by confirming final records, approved revisions and required customer documentation are complete.
• Follow approved document naming, numbering, retention, access-control and document-management procedures.
• Other position-level duties as they arise.

The Document Control Assistant will support the Document Controller with the preparation, issue, tracking and maintenance of project and vendor documentation. The role will prepare customer transmittals, maintain Vendor Data Document Registers and form...

• Bachelor’s degree in Business Administration, Information Management, Records Management, Engineering, Project Management or a related discipline is essential.
• Minimum 3 years’ relevant experience in document control, records coordination, project documentation or a similar documentation-focused role is essential.
• Demonstrated experience maintaining document registers, transmittals, revision histories and controlled project records is essential.
• Strong PDF editing and formatting capability using Adobe Acrobat or comparable software is essential.
• Proficiency in Microsoft 365, including Word, Excel, Outlook, Teams and SharePoint, is essential.
• Strong understanding of document naming, numbering, revisions, metadata, version control and filing principles is essential.
• Exceptional attention to detail and the ability to identify formatting, numbering, revision and completeness errors are essential.
• Strong organisational and time-management skills, with the ability to manage multiple project packages and customer deadlines, are essential.
• Ability to follow detailed customer-specific document requirements, procedures and approval workflows consistently is essential.
• Strong written communication and stakeholder coordination skills, including professional follow-up with suppliers and internal teams, are essential.
• Ability to work autonomously, maintain accurate records and escalate missing information or deadline risks promptly is essential.
• Experience working with engineering, manufacturing, mining, industrial, construction or other project-based documentation is highly regarded.
• Experience maintaining Vendor Data Document Registers or comparable customer and supplier document schedules is highly regarded.