Document Controller

Company Overview

MBB Consulting is a focused project advisory and consulting firm specializing in procurement, commercial, project management, contract administration, cost management, and support services across major infrastructure and development projects. Currently, they are expanding and inviting applications for a Document Controller / Site Administrator role.

Role Overview

This position entails managing document control and routine site administrative tasks for a significant infrastructure project. Responsibilities include ensuring all project documentation is accurate, compliant, and easily accessible across teams and platforms, while supporting daily site operations. As the project moves toward completion, the candidate will have the opportunity to transition into a broader role encompassing Office Manager and Finance Administrator duties within MBB Consulting, supporting long-term career advancement.

Primary Responsibilities

• Manage all aspects of document control throughout the project lifecycle, ensuring documentation integrity, currency, and compliance.
• Create, implement, and refine document control procedures and workflows to meet project and company standards.
• Administer and maintain document management systems such as Aconex and SharePoint, including control of user access, permissions, metadata, and document registers.
• Oversee document workflows covering submissions, revisions, reviews, approvals, distribution, and transmittals.
• Format, process, quality check, and maintain project documents and correspondence, maintaining traceability and audit readiness.
• Conduct audits to ensure compliance with document control and project requirements, and initiate corrective actions as needed.
• Coordinate document handover, project close-out, and archiving to ensure completeness and compliance.
• Organize meeting agendas, prepare minutes, and maintain action registers for project and site meetings.
• Deliver daily site administration support including correspondence management, filing, diary coordination, stakeholder communications, and overall operational assistance to ensure smooth site functioning.
• Provide training and ongoing support on document management systems and processes to project team members.
• Collaborate with project managers, engineers, contractors, and external vendors to promote efficient document flow and information sharing.
• Identify and propose improvements to document management processes to boost efficiency and support continuous improvement.
• As the project wraps up, assist in a transitioning role supporting office administration, finance coordination, and other business operations.

Candidate Profile

• Demonstrated experience in document control, site administration, or project support roles.
• Strong understanding of document control systems, governance, and compliance standards.
• Proficient with document management platforms and Microsoft Office Suite, especially Excel, Word, PowerPoint, and SharePoint at an intermediate to advanced level.
• Experienced in preparing meeting minutes and providing comprehensive site and administrative support.
• Excellent organizational abilities and strong written and verbal communication skills.
• Meticulous attention to detail with capacity to manage multiple priorities in demanding environments.
• A proactive, solution-oriented attitude with commitment to ongoing improvement.
• Excellent stakeholder engagement and confident in developing relationships across project teams.
• Adaptable and enthusiastic about evolving into expanded office and finance administrative responsibilities as project needs change.
• Preferably residing within reasonable commuting distance to both the Kalkallo project site and Hawthorn office due to varied workplace locations.

What We Offer

• Competitive pay package.
• Opportunities for career progression and professional growth, including path to Office Manager / Finance Administrator post-project.
• Contribute meaningfully to the successful execution of a prominent infrastructure project.
• Work within a supportive, collaborative, and inclusive team environment.

Additional Information

Only shortlisted applicants will be contacted. This position is full-time and based onsite primarily between two locations as the project progresses.