Document Controller

We are looking for a Document Controller to join GagaMuller. You will collaborate with experienced, diverse, and passionate teams, fostering a strong social dynamic and collective sense of achievement. This role offers you extensive industry exposure, helping you broaden your skills, open doors to new opportunities, and expand your perspective. We are committed to empowering you, providing real responsibility, and supporting your career growth through mentorship from industry leaders and the tools you need to succeed. You will also contribute to shaping our business strategy as we continue to grow. At GagaMuller, building lasting, trusted relationships with our teams and clients is at the core of what we do. 

With a market-leading client base and the opportunity to take the lead on strategic commissions and high-profile projects, this is an exciting time to join the business unit and grow a career with GagaMuller.

The Opportunity

GagaMuller is supporting the delivery of major mission-critical and data centre developments in Kouvola, Finland. The Document Controller will support project teams by ensuring accurate management, coordination, and reporting of project documentation across design, construction, commissioning, and handover phases. 

Working closely with project management, design teams, contractors, BIM teams, commissioning teams, and client stakeholders, you will help ensure information management standards and digital workflows are implemented effectively across the project. 

This role offers the opportunity to work within a fast-paced international project environment, delivering some of Europe’s most advanced digital infrastructure projects. 

1. Scope & Delivery Management 

• Configuration and maintenance of Common Data Environment (CDE) document management systems. 
• Support the administration and maintenance of SharePoint and project information management platforms.  
• Assist with configuration and maintenance of commissioning and construction management platforms. 
• Support implementation and management of Construction Submittal Register (CSR) processes.  
• Ensure project documentation is accurately uploaded, distributed, tracked, and maintained throughout the project lifecycle.

2. Stakeholder Coordination 

• Coordinate with project stakeholders to support document submissions, reviews, approvals, and information workflows.  
• Chair or support information management meetings during critical project stages.  
• Ensure all project stakeholders understand the project information lifecycle requirements and review procedures.  
• Support training of project teams on the utilisation of CDE platforms and document control procedures.  
• Promote effective collaboration and communication across multidisciplinary project teams. 

3. Risk & Compliance Management 

• Ensure project naming conventions and document control standards are implemented and adhered to by all stakeholders.  
• Support compliance with project information management procedures and ISO 19650 standards.  
• Monitor document workflows to ensure timely processing, approvals, and close-out of project information.  
• Identify potential information management risks and escalate issues where required.  
• Ensure accurate version control, document tracking, and audit trail management across project systems.

4. Reporting & Documentation

• Maintain accurate document registers, trackers, and project reporting dashboards.  
• Support reporting activities across document management, quality management, design management, commissioning management, and model coordination processes.  
• Generate and maintain project reports relating to information management and document control activities.  
• Support the preparation of handover documentation and digital project records.  
• Ensure project information and records are maintained in accordance with project procedures and client requirements. 

5. Collaboration & Integration 

• Work collaboratively with project controls, BIM, design, construction, commissioning, and commercial teams.  
• Support integration of digital workflows and information management processes across project activities.  
• Contribute to continuous improvement initiatives relating to document control and digital delivery processes.  
• Promote a proactive, collaborative, and solutions-focused project environment.  
• Support successful project delivery through effective management of project information and documentation.

In Country Requirements  

• On-Site Requirement: Full-time site-based role in Kouvola, Finland.

Qualifications

• A relevant qualification in Construction, Engineering, Information Management, Business Administration, or a related discipline is advantageous.  

• Strong verbal, written, and organisational skills.  

• Proficiency in Microsoft Office Suite and document management platforms.  

• Familiarity with Common Data Environments (CDE) and digital information management processes.  

• Understanding of BIM standards, workflows, and ISO 19650 principles is advantageous. 

What Experience Are We Looking For 

• 3+ years of experience within the AEC industry or document control/information management environment.  
• Experience supporting document management processes on construction or infrastructure projects.  
• Experience working on Data Centre, Industrial, Infrastructure, Pharma, or Mission Critical projects is advantageous.  
• Strong organisational skills with the ability to manage multiple priorities in fast-paced project environments.  
• Experience using SharePoint, CDE platforms, and digital reporting/dashboarding tools.  
• Familiarity with document approval workflows, construction submittals, and project reporting processes.  
• Strong problem-solving skills with the ability to exercise sound judgement and decision-making.