Document Controller and Administrative Support

Salary: Competitive and based on experience Location: Manzanillo, Colima Keywords: document management, project documentation, administrative support, engineering projects, collaborative environment, multicultural team, quality standards, regulatory compliance, organisational skills, communication

An exciting opportunity has arisen for a Document Controller and Administrative Support (industry: Logistics Distribution and Supply Chain) professional to join a major engineering project based in Manzanillo, Colima. This pivotal role is at the heart of a large-scale infrastructure initiative, offering you the chance to make a significant impact by ensuring seamless control and administration of all project documentation. You will be instrumental in supporting the Project Director and wider team, facilitating efficient communication, scheduling, and logistics that underpin successful project delivery. The organisation is committed to fostering an inclusive and supportive workplace where your attention to detail, organisational strengths, and collaborative spirit will be highly valued. With exposure to both office and site environments, as well as opportunities for travel and professional growth, this position offers a unique blend of challenge and reward within a dynamic project setting.

• Play a central role in managing technical, contractual, and regulatory documents for a high-profile engineering project, ensuring accuracy, compliance, and timely distribution across all phases from planning through commissioning.
• Enjoy a varied work environment with responsibilities spanning document control, administrative coordination, stakeholder communication, and logistical support—making every day different and engaging.
• Benefit from working within a multicultural team that values collaboration, knowledge sharing, and continuous improvement while supporting your professional development in a respected industry sector.

What you'll do:

As Document Controller and Administrative Support you will play an integral part in ensuring the success of a complex engineering project by managing all aspects of document control with precision. Your day-to-day activities will involve establishing effective systems for handling technical documents across multiple phases—from initial planning through final handover—while guaranteeing compliance with rigorous quality standards. You will act as the linchpin between various internal teams and external partners by tracking document flow meticulously so that everyone has access to current information when needed. In addition to your core responsibilities around documentation management you will provide essential administrative assistance: organising meetings; preparing reports; coordinating logistics; supporting onboarding processes; facilitating communication among diverse stakeholders; assisting with audits; monitoring adherence to procedures; recommending process improvements; capturing lessons learned—all contributing directly to efficient project execution. Your ability to balance meticulous record-keeping with responsive support makes you indispensable in this fast-moving environment.

• Establishing, implementing, and maintaining robust document control systems throughout all stages of the project lifecycle including front-end loading (FEL1–FEL4), engineering procurement construction (EPC), commissioning, and handover.
• Receiving, registering, tracking, and distributing incoming and outgoing documents such as drawings, specifications, correspondence, permits, and contracts from internal teams as well as external contractors or consultants.
• Maintaining comprehensive document registers with accurate revision histories and transmittal records to ensure up-to-date information is always accessible to relevant stakeholders.
• Ensuring all project documentation adheres to strict quality assurance protocols, health safety environmental (HSE) requirements, and regulatory standards set by the organisation.
• Coordinating timely reviews and approvals of documents with discipline leads and key stakeholders to facilitate smooth workflow across departments.
• Preparing detailed document control reports, metrics dashboards, and status updates for senior management including the Project Director and executive leadership.
• Supporting the preparation and submission of documentation packages required for permits, regulatory authorities’ approvals, client presentations, or Board reviews.
• Overseeing systematic archiving of documents during project closeout phases including transfer of stakeholder commitments and agreements to operational teams.
• Providing daily administrative support such as scheduling meetings, preparing agendas or minutes, coordinating travel arrangements for site visits or workshops.
• Assisting with onboarding new team members by ensuring access to document systems while maintaining confidentiality of sensitive information.

What you bring:

To excel as Document Controller and Administrative Support you bring not only technical expertise but also strong interpersonal abilities that foster collaboration across diverse teams. Your background includes substantial experience supporting large infrastructure projects where meticulous documentation is critical for success. You are adept at navigating electronic management systems streamlining processes ensuring data integrity at every stage. Your fluency in both English Spanish allows you to communicate clearly with colleagues clients regulators alike—bridging gaps between cultures disciplines. Beyond technical know-how your approach is defined by reliability sensitivity responsiveness—a willingness to share knowledge nurture relationships contribute positively toward collective outcomes. Your capacity for multitasking combined with discretion when handling confidential information makes you an invaluable resource trusted by peers supervisors alike.

• A technical degree or diploma in Administration, Document Control, Engineering Support or a related field provides you with the foundational knowledge required for this role.
• At least 5–8 years’ experience in document control and administrative support within large-scale infrastructure projects such as port or marine terminals or heavy industrial settings demonstrates your capability to handle complex documentation needs.
• A proven track record managing high volumes of technical contractual regulatory documentation ensures you are comfortable working under pressure while maintaining accuracy.
• Hands-on experience using electronic document management systems (EDMS) like SharePoint Aconex ProjectWise or similar platforms enables you to streamline workflows efficiently.
• Strong organisational skills coupled with exceptional attention to detail allow you to manage multiple priorities without compromising on quality or deadlines.
• Comprehensive understanding of document control standards transmittals revision control archiving best practices means you can uphold rigorous compliance requirements at all times.
• Proficiency in MS Office Suite along with other relevant project software supports your ability to generate clear reports presentations correspondence as needed.
• Excellent written verbal communication skills in English are essential while Spanish proficiency is also required given the multicultural nature of the team environment.
• Ability to work effectively within a multicultural fast-paced project environment highlights your adaptability interpersonal skills commitment to shared goals.

What sets this company apart:

This organisation stands out for its unwavering commitment to excellence in delivering complex engineering projects that shape vital infrastructure on both local and international scales. By joining this team you become part of an inclusive culture that values diversity mutual respect open communication—where every member’s contribution is recognised appreciated. The company invests heavily in training opportunities knowledge sharing initiatives designed to help employees grow professionally while maintaining work-life balance through flexible arrangements when possible. Safety quality sustainability are embedded into every aspect of operations reflecting genuine care not just for results but also for people communities impacted by their work. Here your efforts are supported by knowledgeable colleagues supportive leadership who encourage continuous improvement innovation at every turn making it an ideal place for those seeking meaningful long-term careers within the industry.