Project Support Assistant

Job Description

Document Controller / Project Support Assistant (Remote - Dayshift)

Position Overview

The Project Support Assistant (Remote) provides administrative, document control and project support services to assist the efficient and accurate delivery of projects. The role supports the project team through Aconex administration, data entry, document coordination, reporting and general project administration.

Working closely with the Project Administrator, the role is responsible for maintaining accurate records, trackers and project data to ensure information is current, reliable and ready for issue to the broader project team. The position also supports consistent document control practices, timely communication and effective project coordination.

Reports to: Senior Project Manager

Works closely with: Project Administrator for day-to-day task allocation, document coordination, tracking and workflow management.

Key Responsibilities

• Aconex Document Control & Data Entry
• Upload, register and distribute project documents in Aconex as directed.
• Maintain document numbering, naming conventions and revision control to a high standard of accuracy.
• Issue transmittals and workflows in accordance with project instructions.
• Monitor document status, approvals, comments and outstanding responses.
• Maintain and update drawing registers, document trackers and related project records.
• Support the filing, organisation and upkeep of project documentation.
• Monitor incoming correspondence and workflows within Aconex.
• Escalate missing information, discrepancies or overdue items to the Project Administrator for follow-up.
• Project Support
• Assist with the preparation of drawing packages, FF&E schedules and submission documents.
• Support the tracking of project deliverables, actions and outstanding items.
• Maintain accurate records of project correspondence and issued documentation.
• Contribute to status updates and reporting information to support project coordination.
• Provide accurate and timely information to the Project Administrator to support project communication and delivery.
• Quality Assurance & Compliance
• Maintain a high level of accuracy and attention to detail in all document handling and data entry activities.
• Review documents for completeness and consistency prior to issue.
• Follow company document control procedures and project-specific requirements.
• Maintain confidentiality of company, project and client information at all times.
• Promptly raise inconsistencies, missing information or issues requiring escalation with the Project Administrator.
  
  

Daily Tasks

• Monitor Aconex workflows and incoming correspondence.
• Upload and issue project documentation as directed.
• Update drawing registers, trackers and project logs.
• Maintain organised digital filing systems.
• Provide administrative and coordination support across active projects.
• Provide regular progress updates to the Project Administrator on completed and outstanding tasks.
  
  

Skills & Requirements

• Experience using Aconex or a comparable document control platform is highly desirable.
• Strong administrative and data entry capability.
• High attention to detail and a strong commitment to accuracy.
• Clear written communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to work independently while following direction, processes and established workflows.
  
  

The role is expected to be available and responsive during agreed business hours aligned to Australian time zones and to participate in online meetings and project coordination activities as required. The position requires discretion, confidentiality, accuracy and timely escalation of issues that may affect document compliance, project coordination or delivery deadlines.

All project information, updates, document tracking and reporting are to be communicated through the Project Administrator to support consistency, accuracy and appropriate distribution across the project team.

Note: As part of our recruitment process, we conduct background checks on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

---