Document Management Coordinator

• APS 6 - $95,438 - $108,360 per annum plus superannuation
• Australian Antarctic Division
• Hobart, TAS,Kingston, TAS

Working in conjunction with internal and external project staff reporting to the Director Infrastructure Delivery, this position will establish standards, policies, and procedures to ensure compliance and quality, supporting efficient documentation processes in line with regulatory requirements and industry best practices, and support project team members with their respective areas of responsibility.

Who we are The Australian Antarctic Division (AAD) is part of the Commonwealth Department of Climate Change, Energy, the Environment and Water. As primary agency for Australias Antarctic Program (AAP), the AAD is responsible for achieving the Australian Governments Antarctic goals.These goals are to: 

• maintain the Antarctic Treaty System and enhance Australias influence within it 
• protect the Antarctic environment 
• understand the role of Antarctica in the global climate system 
• undertake scientific work of practical, economic and national significance. 

The Assets and Technology (A&T) Branch provides and maintains the equipment and infrastructure to support the AAP. A&T Branch activities range from the maintenance of existing Antarctic stations and equipment through to the design, manufacture, testing, operation and procurement of advanced scientific equipment and systems. The Branch manages major infrastructure projects in support of AAP outcomes.

The Infrastructure Delivery Section is a key element of A&T and is responsible for the construction of the built infrastructure at Australias Antarctic and sub-Antarctic stations and a project management group at the AADs head office in Kingston, Tasmania. It works closely with other sections within the branch to support the design, operation and maintenance of all station infrastructure.

For more information about us please visit our website.

The jobThe Document Management Coordinator will be responsible for the preparation and management of the integrated document management system within the infrastructure delivery team. You will have demonstrated experience in managing a comprehensive document control system and Electronic Data Management System (EDMS), including day-to-day document control activities and oversees the document control function, ensuring effective management of documentation processes, including organisation, storage, and distribution of all controlled documents across the section. The Project Document Management Coordinator will work with limited supervision from the Director Infrastructure Delivery to support infrastructure delivery projects and on-station activities.

What youll gain from the experienceThis role offers professional growth through collaborating with multidisciplinary teams to manage advanced document control systems that work within government frameworks. It also provides a strong sense of purpose, as your work directly supports critical scientific research and environmental protection in Antarctica. The position enhances both technical and coordination skills, while offering the opportunity to contribute to projects that have global impact. 

What we are looking forWe are seeking candidates who can demonstrate the following: 

• Demonstrated experience in the development and implementation of document control policies, standards and procedures to streamline and improve document management processes. 
• Proficient in managing document lifecycles, including creation, revision, approval, distribution, storage, and archiving. Strong understanding of document version control and audit trails. 
• 3-5 years of experience in the document management and records management, or a related field 
• Extensive experience with construction project Electronic Document Management Systems (EDMS) Aconex and InEight document TeamBinder 
• Demonstrated use of other record management systems such as SharePoint and Content Manager.
• Knowledge of Standards and Compliance - Familiarity with industry regulations (e.g., ISO 9001, ISO 27001, or other quality and security standards). Understanding of compliance requirements for document handling in specific sectors (e.g., construction, engineering, pharmaceuticals, or legal). 
• Demonstrated experience in providing training to staff on document management systems. Ability to mentor, develop team members and provide SME advice. 
• Excellent attention to detail and ability to manage multiple tasks with the ability to recognise links between interconnected issues. 
• Generate reports on document status, compliance metrics, and key performance indicators (KPIs) while mitigating risks by ensuring compliance with data protection and confidentiality requirements.
• Develop and implement a project document management processes through the introduction and rollout of EDMS system reflecting both AAD, contractor roles, responsibilities and expectations. 
• Configure and maintain an EDMS system which includes developing metadata, creating efficient workflows for document review to ensure adherence to company policies. 
• Liaise with internal teams, external suppliers and their subcontractors to gather their specific project requirements in order to effectively configure the EDMS and ensure document accessibility and accuracy. 
• Develop and present user training session effectively to develop and proved user training for EDMS to various users within the supply chain. 
• Identify and/or manage priorities, goals and objectives to consistently deliver high-quality outputs within critical deadlines. 
• Work both independently and as part of a team and develop productive working relationships within the team and beyond. 
• Excellent interpersonal skills, good written and verbal communication skills and the ability to maintain strong relationships with the various projects supply chain stakeholders. 

Desirable qualifications

• Tertiary qualification and/or relevant position with integrated project planning experience.

Eligibility and other requirementsCitizenship - to be eligible for employment with the Department of Climate Change, Energy, the Environment and Water you must be an Australian citizen.

Security Clearance - this position requires a Baseline Vetting security clearance. You will be required to obtain and maintain a clearance at this level. 

Pre-employment checks - your suitability for employment will be assessed through a pre-employment screening process. This process includes a requirement to undergo and satisfy a National Police Check, referee checks, character clearance and where required a pre-employment medical assessment, specified mandatory qualification(s) validation and a probation period. 

For additional information, please read the Job Description below.

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Information :

• Company : Australian Department of Climate Change, Energy, the Environment and Water
• Position : Document Management Coordinator
• Location : Kingston TAS
• Country : AU