About the role

The Document Control & Quality Coordinator coordinates document control and quality administration across Hicks' business functions and projects. The role maintains controlled business and project documents, supports the Quality Management System, coordinates audit evidence and tracks non-conformances and corrective actions. It works with corporate and project teams to ensure information is current, approved, traceable and available when required. Business systems support and workflow improvements are secondary responsibilities, undertaken as time permits and under the direction of the EGM – Corporate Services.

Key responsibilities

• Maintain document control across the business and projects, including registers, version control, approvals, distribution and archiving.

• Coordinate project document submissions, transmittals and review deadlines in line with client requirements.

• Ensure teams have access to current approved documents and superseded versions are removed from use.

• Maintain quality procedures, forms and registers, working with accountable managers to keep information current.

• Coordinate audit documentation and evidence, track findings and corrective actions, and escalate overdue items.

• Collate project quality records and completion and handover documentation.

• Provide practical document control guidance and report on outstanding documents and quality actions.

• Coordinate information and evidence required for client reviews, tenders, prequalifications, ISO activities and internal or external audits.

• Review administrative workflows to identify duplication, gaps and opportunities to simplify or standardise processes.

• Work with system owners and users to implement approved improvements to forms, workflows, registers and reporting.

About you

• Demonstrated experience in business and project document control and quality administration.

• Strong document management, version control and records management skills, including registers, submissions and transmittals.

• High attention to detail and ability to maintain accurate, traceable and auditable records.

• Ability to follow company and client document requirements and coordinate reviews, approvals and deadlines.

• Experience supporting audits and maintaining quality registers and corrective action records.

• Strong Microsoft 365 skills, particularly SharePoint, Word, Excel and Teams.

• Clear written communication and ability to prepare practical procedures, guides and business documents.

• Strong organisation, prioritisation and follow-through across competing business and project requirements.

• Ability to work independently, exercise sound judgement and escalate issues appropriately.

• Confidence learning business systems and providing practical user support.

Essential experience and capabilities

• Demonstrated experience in business and project document control and quality administration.

• Strong document management, version control and records management skills, including registers,

submissions and transmittals.

• High attention to detail and ability to maintain accurate, traceable and auditable records.

• Ability to follow company and client document requirements and coordinate reviews, approvals and

deadlines.

• Experience supporting audits and maintaining quality registers and corrective action records.

• Strong Microsoft 365 skills, particularly SharePoint, Word, Excel and Teams.

• Clear written communication and ability to prepare practical procedures, guides and business documents.

• Strong organisation, prioritisation and follow-through across competing business and project

requirements.

• Ability to work independently, exercise sound judgement and escalate issues appropriately.

• Confidence learning business systems and providing practical user support.

• Experience in civil construction, mining, transport or another project-based environment is desirable.

• Working knowledge of ISO 9001 or quality management systems is desirable.

About us

Hicks Group is a proudly Aboriginal, female-led provider of end-to-end civil, earthworks and transport solutions. We are an accessible, agile, responsive and accountable partner, combining proven regional capability with disciplined systems, capable people and fit-for-purpose assets. Our ambition is to be a nationally recognised Tier 1 delivery partner known for solving problems and delivering safely in complex and remote environments.