Document Controller

Turner & Townsend · Cape Town

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Company Description

Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries. Working with our clients across real estate, infrastructure, energy and natural resources, we transform together delivering outcomes that improve people’s lives. Working in partnership makes it possible to deliver the world’s most impactful projects and programmes as we turn challenge into opportunity and complexity into success.

• Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions.
• We are majority-owned by CBRE Group, Inc., the world’s largest commercial real estate services and investment firm, with our partners holding a significant minority interest. Turner & Townsend and CBRE work together to provide clients with the premier programme, project and cost management offering in markets around the world.

Job Description

Lead the setup, governance and day-to-day administration of the project common data environment for large, multidisciplinary construction projects. Ensure project information is controlled, traceable, secure, correctly named and available to authorised stakeholders throughout the project lifecycle.

Key Responsibilities

ACC / Autodesk Build Setup and Governance

• Configure project folders by discipline, work package, lifecycle stage and controlled information state; establish project templates where approved.
• Administer members, companies, roles and permissions using least-privilege principles; maintain membership and permission registers and perform periodic access reviews.
• Implement document numbering, metadata and file naming standards; monitor non-compliance and coordinate corrections before information is accepted into controlled areas.
• Maintain the ACC environment as an auditable source of current project information and protect against uncontrolled duplication or use of superseded documents. 

Workflows, Submissions and Transmittals

• Set up review and approval workflows, participants, due dates, status codes, outcomes and escalation routes for each document or discipline type.
• Check submissions for completeness, correct naming, numbering, revision, metadata and folder location before routing.
• Prepare, verify, issue and track formal transmittals; maintain registers and evidence of recipients, viewing, downloads, issue dates and transmitted revisions.
• Monitor workflow actions, issue reminders and escalate stalled, rejected or overdue reviews to discipline leads and the Project Manager.

RFIs, Submittals, Instructions and Issues

• Configure and administer RFI and submittal registers, types, packages, specification sections, responsible parties, review periods and workflow statuses.
• Check records for clear scope, location, required response date and supporting references; monitor ball-in-court responsibility, overdue actions and closure evidence.
• Maintain controlled registers for contract, site and design instructions. Confirm that formal contractual communications are issued only by authorised persons.
• Use Build Issues for approved coordination, design, quality, safety or action tracking, while preserving the distinction between operational issues and formal contract instructions. 

SharePoint and TURNER & TOWNSEND Gate-Review Records

• Establish and maintain SharePoint libraries and folders aligned to the TURNER & TOWNSEND gate-review system and project governance requirements.
• Ensure TURNER & TOWNSEND project members file records in the correct locations and comply with approved naming conventions, versioning and access requirements.
• Perform filing audits; identify missing, duplicated, misfiled, obsolete or incorrectly named records and coordinate corrective action.
• Define the authoritative system for each record type and control any required duplication between ACC and SharePoint.

Reporting, Training and Project Support

• Prepare weekly and monthly document-control reports covering submissions, overdue reviews, rejected or resubmitted documents, RFIs, submittals, instructions, transmittals, naming compliance and filing compliance.
• Maintain actionable dashboards and trackers showing status, responsible person, due date, ageing and escalation requirements; assist the Project Manager with ACC Insight, platform exports and Power BI outputs where applicable.
• Provide onboarding, role-based training, quick-reference guidance and practical support for users with limited ACC, Build or SharePoint experience.
• Maintain training records, identify recurring user errors and deliver targeted coaching or corrective guidance.
• Support project audits, assurance reviews, stage gates, handover and close-out by maintaining complete, retrievable and auditable records.

Qualifications

Qualifications and Certifications

• Diploma or degree in construction management, engineering, architecture, project management, information management or a related discipline, or equivalent relevant experience.
• Relevant document control, project information management or ISO 19650 training is preferred.
• ACC / Autodesk Build training credentials, verified Autodesk learning badges or recognised course-completion certificates are advantageous.
• Autodesk Certified Professional in BIM Management for Building Design may be advantageous, but there is currently no dedicated Autodesk Certified Professional examination specifically for ACC or Autodesk Build. Demonstrable live-project administration experience should carry greater weight than a generic course certificate.
• Microsoft 365 / SharePoint training and Power BI exposure are advantageous.

Required Experience

Minimum: At least 5 years of document control or project information-management experience on large construction, infrastructure, engineering or capital projects.

Platform: Demonstrable administration of ACC, Autodesk Docs and Autodesk Build on live multidisciplinary projects, including project setup and ongoing governance.

Lifecycle: Experience supporting mobilisation, design, procurement, construction, commissioning, handover and close-out.

Records: High-volume control of drawings, specifications, technical submissions, submittals, transmittals, RFIs, instructions, correspondence, reports and handover records.

Microsoft: Strong working knowledge of SharePoint Online, Teams, OneDrive, Excel, Outlook and Word; Power BI experience is preferred.

Environment: Experience coordinating consultants, contractors, subcontractors and clients on complex projects with formal review and approval requirements.

Additional Information

Our people share our Purpose and Values. Turner & Townsend provides a great place to work, where everyone can make change happen and influence a better world. 

We champion our people to succeed in both work and life. To support this we promote a healthy, productive, and flexible working environment that respects work-life balance.  

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We actively encourage applications from all sectors of the community.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review. 

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