The Document Control Specialist plays a critical role in ensuring that all necessary permits, licenses, and approvals are obtained and maintained for infrastructure and construction projects.
This position supports project delivery by coordinating with local authorities, utility providers, contractors, and internal teams to ensure compliance with all legal, environmental, and safety requirements before and during construction activities.
Key Responsibilities
Responsible for the daily management of traffic permit information submitted by contractors for a specific site.
Day-to-day administration of tasks related to traffic permits, including organizing and filing information received from contractors.
Prepare, review, and submit permit applications to relevant regulatory and governmental agencies.
Review and cross-reference information entered into the MRL System to ensure data aligns precisely with the details in the Traffic Management Certificate applications.
Track the status of all permit applications and maintain accurate, up-to-date logs and documentation.
Liaise with local councils, environmental agencies, and other regulatory bodies to expedite approvals and resolve issues.
Coordinate with design, engineering, and construction teams to ensure permitting requirements are integrated into project schedules.
Ensure all permits and licenses are obtained prior to the commencement of works.
Maintain awareness of legislative and regulatory changes affecting construction permits and compliance.
Prepare reports, summaries, and presentations for management on permitting progress and potential risks or delays.
Support audit processes and ensure all permits and documentation meet corporate and statutory standards.
Experience
Required to have 5+ years' experience in business administration and a proven track record of carrying out business administration activities in high value road and/or infrastructure projects.
Further demonstrated experience and knowledge in the following is desirable.
Providing secretarial support to management within fast paced and challenging environments.
Providing administrative support and organisation to senior leaders.
Delivery of work under time pressure and with conflicting priorities.
Taking ownership of activities to drive desired outcomes.
Skills
Fully proficient in the use of MS Office applications and other project tools and methodologies.
Excellent communication (both verbal and written) and interpersonal skills.
Ability to govern and drive outcomes to ensure high quality service delivery.
Ability to deal with and resolve unforeseen risks and issues.
Ability to step back from the detail and take a holistic overview.
Ability to prioritise effectively, meet deadlines and deliver consistent service.
High level of attention to detail.
Ability to manage client expectations and deliver within agreed parameters.
Ability to work in a challenging environment both on their own initiative and as part of a team.
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