Lead Coordinator, Document Controls

The Lead Document Controller is responsible for leading and managing document control services across Australia Mining projects, ensuring compliance with WSP's Way of Working, governance requirements, and industry best practices. The role oversees a team of Document Controllers, manages resource allocation, provides training and mentorship, and supports project teams with document management processes, EDMS platforms, reporting, and administrative coordination.

The position acts as a key liaison between project teams, engineering disciplines, and project leadership to ensure project documentation is controlled, maintained, and distributed efficiently throughout the project lifecycle.

• Lead and manage the Document Control function across Australia Mining projects, ensuring consistent delivery of high-quality document management services.

• Champion document control best practices and drive compliance with WSP's Way of Working, project procedures, and governance standards.

• Manage, mentor, and develop a team of Document Controllers, including resource planning, performance management, and recruitment activities.

• Provide training, guidance, and technical support on Electronic Document Management Systems (EDMS) such as Aconex, InEight, ProjectWise, SharePoint, and other collaboration platforms.

• Establish, maintain, and continuously improve document control processes, workflows, folder structures, and quality management practices.

• Oversee document registration, distribution, transmittals, revisions, archiving, and audit trails to ensure accurate and controlled project documentation.

• Monitor project deliverables and document submissions to ensure compliance with project schedules and client requirements.

• Prepare and communicate document control status reports, metrics, and project documentation insights to Project Managers and stakeholders.

• Coordinate with multidisciplinary teams to ensure efficient management, tracking, and control of project information and deliverables

• Support project administration, change management, and continuous improvement initiatives to enhance project delivery outcomes

• Deliver training to project teams and employees on WSP folder structures, document control procedures, and project workflows.

• Establish, maintain, and continuously improve document control processes, procedures, and standards across projects.

Skills & Competencies:

• Strong leadership and people management capabilities. 

• Extensive experience in document control and document management systems. 

• Excellent understanding of project lifecycle documentation requirements. 

• Strong resource planning and workload management skills. 

• Excellent organizational and multitasking abilities. 

• Effective communication and stakeholder management skills. 

• Ability to influence and promote best practices across project teams. 

• Strong analytical and problem-solving skills. 

• High attention to detail and commitment to quality. 

• Experience working within multidisciplinary and international project environments.

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 10+ 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.

What Success Looks Like:

• Consistent compliance with WSP document control standards and governance requirements. 

• Well-trained and high-performing document control team. 

• Effective utilization and development of team resources. 

• Accurate, timely, and auditable management of project documentation. 

• Successful adoption of EDMS platforms and WSP Way of Working across project teams. 

• On-time project deliverables and document submissions. 

• Positive stakeholder feedback from Project Managers, Project Directors, and project teams. 

• Continuous improvement of document control processes and project support services.

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”.