Document Controller / Executive Assistant

About the role

Artelia, an international engineering, consulting and project management group, is hiring a Document Controller who also provides executive and administrative support to project leadership. The role oversees the complete document control function across one or more projects, ensuring drawings, technical records, correspondence and project documentation are managed according to company procedures, contractual requirements and quality standards.

Key responsibilities

• Lead and manage document control throughout the project lifecycle, in line with approved procedures, protocols and client requirements.
• Maintain document registers, transmittals, correspondence logs, technical submissions, design documents and project records.
• Administer document management platforms such as Aconex, SharePoint, Autodesk Construction Cloud (ACC) or similar, keeping data accurate and accessible.
• Ensure documentation is reviewed, approved, distributed and archived in line with ISO standards, quality procedures and contracts.
• Manage receipt, revision control, tracking and distribution of engineering drawings, specifications, reports, calculations, method statements and technical submittals.
• Prepare periodic document control reports, KPI dashboards, overdue registers and status summaries.
• Compile, verify and hand over as-built documentation, operation and maintenance manuals, warranties, commissioning records and final project dossiers.
• Support operations leadership with confidential correspondence, meeting and calendar coordination, travel arrangements, presentations and reports.

Required profile

• Bachelor's degree or diploma in Business Administration, Information Management, Engineering, Records Management or a related field.
• Minimum 15 years of experience in document control and information management within engineering consultancy, construction, infrastructure or major multidisciplinary projects.
• Previous executive assistance, project administration or management support experience.
• Extensive experience handling engineering drawings, technical submittals, RFIs, correspondence and contractual documentation.

Required skills

• Advanced knowledge of electronic document management systems such as Aconex, SharePoint, Autodesk Construction Cloud (ACC) or ProjectWise.
• Strong understanding of document control procedures, records management, ISO 9001 requirements and project quality management systems.