Intermediate Professional, Document Controls

The Intermediate Professional - Document Controls is responsible for supporting document management and control activities across Australia Mining projects, ensuring project documentation is accurately managed, maintained, tracked, and distributed in accordance with WSP's Way of Working, project procedures, client requirements, and industry best practices.

The role works closely with project teams, engineers, project controls personnel, and stakeholders to ensure efficient administration of project documents throughout the project lifecycle. The position also provides support in maintaining Electronic Document Management Systems (EDMS), document workflows, reporting, and compliance monitoring.

• Manage day-to-day document control activities for assigned mining projects.

• Register, distribute, track, and maintain project documents within EDMS platforms.

• Ensure all project documentation complies with project procedures, document numbering protocols, and governance requirements.

• Process document transmittals, submissions, revisions, approvals, and document closeout activities.

• Maintain project folder structures, metadata, and document registers within approved systems.

• Monitor document review cycles and follow up with project teams to facilitate timely document approvals.

• Support project teams in document management processes and system usage.

• Generate document control reports, dashboards, and status updates for project stakeholders.

• Assist in maintaining audit trails and document history records.

• Coordinate with engineering disciplines and project teams to ensure deliverables are correctly issued and controlled.

• Support document archiving, handover, and project closeout activities.

• Participate in process improvement initiatives to enhance document management efficiency and data quality.

• Assist in onboarding and providing guidance to new project team members on document control processes and systems.

• Ensure compliance with quality management requirements and project governance standards.

Skills & Competencies:

• Strong knowledge of document control principles and practices.

• Excellent organizational and document management skills.

• High attention to detail and accuracy.

• Ability to manage multiple priorities and deadlines.

• Effective communication and stakeholder coordination skills.

• Strong analytical and problem-solving abilities.

• Ability to work independently while collaborating within multidisciplinary teams.

• Customer-focused approach with strong service orientation.

• Good understanding of project delivery and documentation requirements.

Technical and Professional Skills:

• Advanced knowledge of EDMS platforms including:

• Aconex

• InEight

• ProjectWise

• SharePoint

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Experience in setting up document control workflows, transmittals, and document review processes.

• Sound understanding of ISO-based quality management systems and document governance principles.

• Experience developing document control procedures, training materials, and user guides.

• Knowledge of project controls, project delivery, and engineering consultancy environments is desirable.

• Experience supporting mining, infrastructure, or major capital projects preferred.

• Bachelor's degree or Diploma in Business Administration, Information Management, Engineering, Project Management, or related discipline.

• Minimum 5+ years of experience in Document Control, Project Support, or Project Services roles.

• Demonstrated experience leading document control teams within large, multidisciplinary projects.

• Experience supporting mining, infrastructure, engineering consultancy, or EPCM environments preferred.

• Certification or formal training in Electronic Document Management Systems is advantageous.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process - including documents uploaded - is accurate and complete, both to WSP India and its BGV partner”.