Document Control Administrator

Shape how quality information is managed across a national organisation.

If you love structure, clarity and making systems actually work, this is a role where your impact will be visible every day.

We’re looking for a proactive Document Control Administrator to take ownership of our Document Management System (DMS) and play a key role in driving consistency, compliance and continuous improvement across the business.

Reporting to the HSEQ Systems Supervisor, you’ll be trusted as the go‑to expert for document governance and quality frameworks — supporting teams nationally and helping ensure we meet ISO 9001 standards with confidence.

Location:  South Guildford

Roster:  Mon – Fri 8.5 hours (including lunch break)

What you will do:

This is a hands‑on, influential role where you will:

• Own and manage the Document Management System (DMS) — workflows, version control, archiving and governance
• Act as the Subject Matter Expert, supporting, educating and guiding stakeholders nationwide
• Develop, maintain and improve the Quality Management Framework, including policies, procedures and manuals
• Lead and contribute to projects that enhance document control, quality and compliance
• Support integrated systems such as SharePoint, LMS, Promapp and OnTrac
• Deliver monthly quality and DMS reporting, turning data into meaningful insights
• Champion continuous improvement and ensure documents meet organisational and ISO standards

What you will bring

You’re organised, analytical and confident working across systems and stakeholders. You notice the details — and know when to zoom out and improve the process.

You will need:

• At least 3 years’ experience in document control or a similar role
• Strong understanding of document management frameworks and DMS platforms
• Experience working within an ISO 9001 Quality Management System
• Solid skills in MS Office and SharePoint
• Excellent time management, communication and stakeholder engagement skills
• The ability to work independently while collaborating across teams

Bonus points for:

• Qualifications in Information Management or a related field
• Quality Internal Auditor certification
• Experience with data analysis, reporting or system optimisation

Why this role?

• National exposure and influence across a complex organisation
• Opportunity to genuinely improve how quality and compliance information is managed
• Supportive HSEQ and Quality team with a continuous improvement mindset
• Permanent stability with scope for professional development

Our Benefits inclusive of but not limited to:

• Financial Benefits – Paid Parental Leave & Secondary Carers Leave, Salary Sacrificing, Novated Leasing, Income Protection Insurance & More than 600 retail discounts such as Coles, Petbarn, Virgin, HOYTS & Crown.
• Health & Wellness – Discounts with BUPA, Fitness Passport to access multiple gyms across Australia & EAP access to support you and your immediate family.
• Culture & Career – Personal and Team Recognition (Made for More Awards), Internal Career Progression, Training & Upskilling through our award-winning WesTrac Institute.
• Additional Perks – Emergency Services Leave, Defence Force Reserves Leave & Employee Share Purchase Plan opportunity.

Our Company & Commitment

With over 4,500 employees, WesTrac is one of the world's largest authorised Cat® equipment dealers, offering a wide range of mining and construction equipment and management solutions.

At WesTrac, we reflect diverse communities, celebrate our people's diversity, and create a culture where employees feel safe to be their authentic selves. We encourage applications from First Nations people, LGBTQIA+ individuals, and those from culturally diverse backgrounds. WORK180 endorsed employer for our commitment to diversity, inclusion, and equality.

Reference Number: 5606