Document Controller

Job Description

With more than 14000 people around the globe, 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. Serving clients across five continents and the Pacific region, GHD people share a passion for exceeding the expectations of our clients and contributing to their success.

If you want to start a career with impact, being involved in solving everyday problems through to tackling some of the great challenges our clients and communities face, you’ll find that here at GHD.

Were looking for a Document Controller to join our dynamic team and prepare project cost, forecast, estimating, tracking, analysis, and reports.

This role will also be involved in maintaining internal labor and project costs to allocated budget, perform cost analysis and advising project leaders on cost over-runs, working with computerized databases to manage project changes and minimize costs, overseeing and generating project-based invoices, reviewing and improving cost control systems to streamline and create more efficient cost analysis and reporting mechanisms, and supporting project team with labor projections, reallocations, and general cost reporting.

Responsibilities

• Control design documentation for the project/department
• Maintain up to date records of financial status of projects
• Assist in the control of other documentation types as directed.
• Liaise with project/department staff, to achieve efficient data transmission, appropriate process alignment and a high standard of service deliver
• Provide support to staff in the Project Management Group and others, as required.
• All clerical and administrative duties such as typing, transmittals, registering correspondence,
• updating quality records, filing, binding, scanning, copying etc required of the role.
• Support and liaise with members of the Project Management team to ensure processes and procedures are being implemented.
• Through a process of training and self-learning, become familiar with GHDs document and job management systems.
• Provide a full document control support role including daily tasks such as: – Expedite the review and approval of documentation including engineering documents and drawings and vendor data, and procedures. – Plan, supervise and record document flow to and from all necessary parties including engineering and construction contractors, sub-contractors and the project office. – Write standard letters. – Update quality records. – Record and issue all incoming and outgoing project correspondence and contractual notices. On certain projects, this may include e-mails. – Issues transmittals and receipts concerning the documents in circulation. – Complete all necessary typing and filing as required. Develop familiarity with GHD DTC and understanding of required formatting and presentation of documents. – Financial reporting - project cost updates in spreadsheet format, tracking earned value, assistance with invoicing. – Program management - assistance with Suretrak programming
• Assist with job management using PM tools (MS Access) for issues management and risk management
• Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.
• Cost Accounting: Evaluate costs and identify variances or opportunities to improve profitability for more senior colleagues.
• Cost Calculation and Analysis: Prepare and analyze accurate costings for construction, maintenance, or improvement works. Will include calculations covering materials, quantities, and labor time.
• Cost Price Calculation: Work independently to collate and analyze cost price and/or project data using data modeling tools and algorithms to calculate cost process and project estimates.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
• Operational Compliance: Develop knowledge and understanding of the organizations policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Cost Reduction: Contribute to reviewing costs, generate ideas for cost reduction, and contribute to the implementation of cost saving initiatives.
• Project Reporting and Review: Contribute to project and program reporting and review by organizing meetings and by preparing project and/or program papers (e.g., agendas, reports, and presentations).