Document Controller - Rail Projects

About AECOM

AECOM is a global infrastructure consulting firm committed to delivering a better world by tackling complex challenges in projects related to transportation, buildings, water, new energy, and environment. Our teams include planners, designers, engineers, scientists, digital innovators, and managers who deliver impactful projects worldwide.

Role Overview

The Document Controller for Rail Projects will join the Dublin office and play a critical role in managing documentation across the PMO function. This position oversees document storage, sharing, governance, and compliance protocols, acting as the primary contact for documentation-related inquiries within the organisation. The role supports junior document controllers and promotes process improvements within the document management system.

Key Responsibilities

• Manage a centralised repository for document creation, tracking, storage, and ensure easy document accessibility.
• Implement and maintain version control procedures to guarantee current and accurate documents while preserving past records for audits.
• Ensure documentation is consistently updated, monitors revisions, and maintains version consistency.
• Coordinate distribution of documents to internal and external stakeholders for timely and accurate communication.
• Ensure all documents comply with organisational policies, standards, and regulatory requirements.
• Control document access permissions to safeguard sensitive information.
• Promote effective collaboration and communication for efficient document exchange.
• Manage document review and approval workflows to ensure timely feedback and approvals.
• Maintain logs of document history, including revisions, approvals, and distribution records for audit purposes.
• Generate and analyse reports on document status and compliance to aid project management decision-making.
• Identify and implement improvements in document management processes and systems.
• Prioritise workload to maintain smooth document flow throughout project phases.
• Proactively resolve document management challenges to limit disruptions.
• Mentor and guide junior document controllers, fostering teamwork and high performance.
• Perform additional tasks as required to support the role and team objectives.

Qualifications & Experience

• Extensive experience in infrastructure projects with a deep understanding of document control functions.
• Proficiency in document management systems, databases, Microsoft Office, SharePoint, and specialised document control software.
• Strong knowledge of project management principles relevant to aligning document control efforts with overall project goals.
• Familiarity with industry standards, regulatory requirements, and legal obligations concerning document management, retention, and storage.

Additional Information

AECOM promotes an inclusive and safe work environment encouraging employees to bring their authentic selves to work. This role offers hybrid working options with flexibility to perform duties remotely or onsite. New hires must attend an in-person onboarding day at an AECOM office location. AECOM is an Equal Opportunity Employer and a Disability Confident Employer, offering accommodations and interview opportunities to qualified individuals with disabilities. Confidentiality of all applicant information is maintained according to Equal Employment Opportunity guidelines.