Document Controller - Warsaw (3095)

Document Controller - Warsaw

BuroHappold Engineering’s Warsaw team are widely acknowledged to be at the forefront of innovation in the European construction industry. Our engineers, designers and technicians are creative, lateral thinkers who passionately deliver a portfolio of exciting projects – including the Copernicus Science CentreQ22Wilenska Metro StationMuseum of Modern Art in Wroclaw and the Polish Embassy in Berlin.

Type of contract
Area of Expertise
Business Support
Office / Project Location
Ref No


The Document Controller will work alongside technicians and engineers and report to a head of tech team in a multi-discipline project design team. He or she is responsible for coordinating the distribution of documents within the team and to outside parties, together with the maintenance of internal filing / retrieval systems and the uploading and downloading of documentation to dedicated project websites.


About the role:


  • Acting as a focal point to ensure the project team has all current documents, information and drawings from others in the design team
  • Ensure project team adheres to document protocols which ensures successful delivery to the client according to project operational manuals and pre-defined workflows
  • Maintain tranin and tranout folders and trackers including saving in admin and CAD accordingly
  • Pre-archiving and archiving of project documents
  • QA check documents and drawings for issue (rev, status, number etc)
  • Monthly check-ups of current status of data, i.e. models etc
  • Setting up and maintaining drawing issue sheets
  • Ensure issue sheet/ document register is in place and correct
  • Coordinating meeting schedules with the project team

Document production

  • Develop/ agree a document numbering system and other relevant protocols, i.e. distribution lists; Coding documents as per client outline/ data sharing platform requirements
  • Compiling, printing and binding multi-discipline project reports and other documents
  • Manual and electronic issue and filing of emails, drawings and other documents, including maintaining drawing registers and electronic drawing files

Document distribution 

  • Day to day distribution, storage and retrieval of drawings and documents
  • Converting incoming and outgoing drawing files to commonly usable file formats (eg PDF) as required
  • Download documents/ drawings from incoming emails (automatic or on request)
  • Distribute downloads to the project team
  • Monitoring project extranet websites, uploading and downloading drawings and reports and distributing to the team
  • Send external issues via email/ sharepoint (if no CDE is in place)
  • Organising postal and courier transmittals


  • General project administrative support
  • Maintaining document records in line with the BH Quality Management System (QMS)
  • Monitoring tasks against agreed deadlines
  • Attending meetings as necessary


Your background:

  • 2 years of project work experience in the built environment; general experience in data management, document control and administrative project support also considered 
  • Academic degree in Architecture or Engineering would be an asset
  • Excellent computer and IT skills including; Word, Excel and experience of using spreadsheets and databases. This includes project specific online data sharing platforms (training will be provided)
  • Good communication skills
  • Self-motivated team player
  • Good secondary and/or tertiary education
  • Prior office and project experience essential
  • Professionally fluent in written and spoken form: Polish and English


We look forward to your application!


BuroHappold is proud to be a practice of a diverse range of professionals that reflects the countries in which we operate.  In order to truly benefit from this diversity we must create an environment in which employees feel they can be themselves. BuroHappold actively promotes inclusivity across the practice to enable every individual to reach their full potential, feeling included is good for all of us. This begins with a fair and inclusive recruitment process which focuses on your skills, competencies and experiences in relation to the role. We understand that through collaboration, diverse people with different experiences develop the most innovative and elegant solutions.