Document Controls Specialist

Key Responsibilities:

Document Control Leadership and Governance 

• Develop, implement, maintain, and continuously improve the project Document Control Management Plan, procedures, desk instructions, naming conventions, numbering protocols, distribution matrices, retention rules, and closeout requirements. 

• Serve as the Construction Management team's primary point of contact for document control matters and coordinate requirements with Valley Water, the designer, contractor, subconsultants, regulators, and other authorised parties. 

• Define document ownership, review responsibilities, workflow steps, due dates, permissions, approval authorities, and escalation paths in alignment with contract requirements and approved project procedures. 

• Supervise, train, and quality-check the work of document control staff; establish workload priorities and coverage plans. 

Systems Administration and Workflow Management 

• Administer Projectmates and/or similar electronic document management systems, including user setup, role-based access, folder structures, metadata, workflows, templates, notifications, dashboards, and reports. 

• Manage controlled workflows for correspondence, submittals, requests for information, contract clarifications, meeting records, inspection documentation, photographs, payment records, proposed changes, change requests, change orders, and record documents. 

• Monitor workflow aging, overdue actions, incomplete routing, duplicate records, superseded documents, and bottlenecks; follow up and escalate as appropriate. 

• Coordinate system configuration, testing, user acceptance, training, issue resolution, and controlled implementation of process changes. 

Contract Administration, Change Management, and Claims Avoidance 

• Maintain complete and contemporaneous records supporting contract administration, including notices, directives, RFIs, submittals, field records, schedule-related correspondence, cost documentation, meeting decisions, and change records. 

• Coordinate document control interfaces with the project's change management process so that potential changes are identified, logged, linked to supporting records, routed promptly, statused consistently, and closed with an auditable decision history. 

• Help preserve contractual notice dates, response deadlines, approval milestones, and chronology of events through reliable logs, reminders, and escalation reporting. 

• Perform document completeness and consistency checks for proposed change orders, change order requests, owner-directed changes, negotiated change orders, and related supporting documentation. 

• Support claims avoidance by identifying record gaps, conflicting versions, missing approvals, late responses, unclear direction, and undocumented decisions, and by promptly elevating these issues to the Construction Manager or Resident Engineer. 

• Assist with preparation of document chronologies, record packages, and retrievals for issue resolution, negotiations, audits, disputes, or claims reviews without independently rendering contractual or legal determinations. 

Quality Assurance, Reporting, and Closeout 

• Prepare periodic status reports and metrics for document volumes, turnaround times, aging, overdue items, pending approvals, change documentation, and closeout readiness. 

• Plan and manage progressive closeout, including record drawings, operation and maintenance manuals, warranties, test and commissioning records, permits, regulatory correspondence, acceptance records, and final archive/turnover packages. 

• Protect confidential, restricted, privileged, personally identifiable, and other sensitive project information in accordance with Valley Water and project requirements. 

Candidate Specification:

Minimum Qualifications:

• Bachelor's degree in construction management, engineering, business administration, information management, records management, or a related field; equivalent relevant experience will be considered. 

• Minimum 10 years of progressively responsible document control or project information management experience. 

• Previous experience with dam safety, water resources, major earthwork, underground works, and projects involving state and federal regulatory oversight. 

• Demonstrated working knowledge of Projectmates or similar construction document management software, such as systems used to manage submittals, RFIs, correspondence, changes, payment records, drawings, and closeout documentation. 

• Demonstrated experience supporting construction change management, contract administration, and claims avoidance, including maintenance of contemporaneous records, notices, logs, chronologies, and auditable change documentation. 

• Advanced proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint. 

• Experience in construction management delivery for a public agency. 

• Experience with construction management closeout documentation services. 

• Familiarity with Bluebeam, scheduling and cost-control systems, and data reporting or dashboard tools. 

• Experience with dam safety, water resources, major earthwork, underground works, or projects involving state and federal regulatory oversight. 

What You'll Bring 

• Exceptional organisational skills, sound judgement, and strong attention to detail. 

• Ability to manage high volumes of project information while maintaining accuracy, consistency, and confidentiality. 

• Strong communication skills and the ability to coordinate effectively with project teams, contractors, owners, subconsultants, and other stakeholders. 

• A proactive approach to process improvement, risk reduction, and successful project delivery.