Document Controller

GHD is one of the world’s leading professional services companies operating in the global markets of water, energy and resources, environment, property and buildings, and transportation. 

Privately owned by our people, GHD provides engineering, architecture, environmental and construction services to private and public sector clients across five continents. Focused on creating lasting community benefit, our connected global network of 9,000 people delivers projects with high standards of safety, quality and ethics.  Committed to sustainable development, GHD improves the physical, natural and social environments of the many communities in which we operate

Working in our Santiago offices, we are seeking an Administrative Assistant in a Document Control position.  You will work collaboratively and cross-functionally with engineers, technicians and technologists to organize and support the Contact Administrator and Engineering team with the execution of GHD’s engineering services during the construction phase of our projects.  

Key Responsibilities 

• Assist construction delivery teams with processing and logging construction administration documents, including: 
• Requests for Information; 
• Requests for Quotation; 
• Field Orders and Change Orders; 
• Shop Drawing Submittals; 
• Progress Payment Certificates; and 
• Other construction administration documents as required. 
• Format and issue reports, construction administration documents, and complete other administrative tasks as needed to support the business. 
• Assist contract administrators and project teams with Substantial and Total Performance documentation. 
• Conduct general reviews and formatting of reports, progress meeting agendas, and minutes. 
• Maintain electronic logs and paper filing systems in accordance with ISO standards. 
• Develop and support the continual improvement of construction delivery forms and procedures for the business. 
• Update and customise CVs for proposals and track field staff training records, equipment, and other business group needs. 
• Provide website and SharePoint support as required. 
• Prepare and issue transmittals, submission packages, document registers, review logs, and status reports. 
• Verify document numbers, titles, revisions, status codes, metadata, templates, and file formats before formal issue. 
• Support engineering, design, and construction teams in applying document requirements, deliverable structures, review stages, naming conventions, and project procedures. 
• Track comments, responses, overdue reviews, planned deliverables, and final records, escalating gaps or inconsistencies when required. 
• Support internal audits and business procedures. 
• Provide document control guidance and system support to project team members. 
• Manage project documentation from creation and internal review through formal issue, closeout, handover, and archiving. 
• Register, distribute, and control drawings, models, reports, specifications, calculations, data sheets, correspondence, and other project deliverables. 
• Coordinate document review, approval, revision, and submission workflows with engineers, designers, contract administrators, project managers, clients, contractors, and suppliers. 

Qualifications and Experience 

• Technical diploma or professional qualification in Business Administration, Library and Information Science, Document Management, Administrative Engineering, or a related field. 
• Between 2 to 5 years of experience in document control, project administration, engineering support, construction support, or a similar project environment. 
• Experience supporting engineering, design, construction, mining, infrastructure, or multidisciplinary consulting projects is preferred. 
• Proficiency in the full Microsoft Office suite, Adobe Acrobat, and Bluebeam software. 
• Knowledge of basic accounting and bookkeeping principles and practices. 
• Strong written and verbal communication skills in English; proficiency in an additional language is an asset. 

Technical Knowledge 

• Knowledge of document control principles, revision control, status codes, metadata, transmittals, and records traceability. 
• Familiarity with multidisciplinary design coordination and the interfaces between engineering disciplines, project management, construction teams, and clients. 
• Experience with ProjectWise, Aconex, Asite, Procore, SharePoint, BIM 360/ACC, or comparable document management platforms is preferred. 
• Familiarity with quality management systems and project procedures. 

Core Competencies 

• Strong organisational skills, accuracy, and attention to detail. 
• Ability to effectively communicate and present information to technical and non-technical stakeholders. 
• Ability to thrive in a fast-paced environment by planning, prioritising, and following up on multiple tasks, projects, deadlines, and priorities. 
• Ability to manage file systems, project records, and email organisation across multiple projects. 
• Collaborative approach when working with engineers, designers, technicians, project managers, and external parties. 
• Proactive problem-solving skills and confidence in identifying document quality or workflow issues. 
   

As a multicultural organization, we encourage individual achievement and recognize the strength of a diverse workforce. GHD is an equal opportunity employer. Upon request, GHD will provide reasonable accommodation for applicants with disabilities throughout the recruitment and selection process.