Document Controller

• Own and streamline project document control systems across V/Line.
• Drive smarter document processes and support continuous improvement.
• 18-month Fixed Term Contract, Full-Time

V/Line’s purpose is to connect Victorians through safe, reliable, and accessible transport. We believe in giving all Victorians opportunities through travel and transport – connecting them to jobs, education, family and friends, services, tourism and trade.

V/Line is experiencing significant growth and we’re delivering more services, more trains, cheaper fares, and huge projects. With more than 3700 weekly train and coach services, an expansive freight network and unprecedented rail investment, millions of Victorians depend on us to deliver. You could be one of our 2700 committed team members who are up to the challenge.

About the role

The Projects Group is responsible for developing, delivering and assuring project-related changes and improvements across the regional rail network.

The Group coordinates, integrates and delivers major projects and network change in a safe, collaborative and innovative manner, enabling V/Line to shape the improvement and modernisation of V/Line’s regional transport service.

As a member of Project Services team, the Document Controller is responsible for the management of all formal project documents and reports in accordance with the V/Line Corporate Document Management System (CDMS), Department Document Management System (DDMS) and Information Management System (IMS), PTV Document Management System and any other applicable document management system. 

As well as performing duties specified in this position description an employee may be required to undertake other duties or functions consistent with their classification, capabilities, and skills.

Position Accountabilities:

• Develop familiarity with all V/Line Document Management Systems and Document Standards and understanding of required formatting and presentation of documents.   
• Manage the review and approval of documentation including engineering documents.  
• Track and monitor printed materials to ensure currency with controlled documents. This includes document external suppliers or contractor document copies.  
• Maintain the document filing system on Ineight (TeamBinder) and in hardcopy where required. 
• Provide support to internal document control (e.g. formatting of documents, proof reading). 
• Identifying and assisting procedure improvements and involvement in implementing improved efficiencies. 
• Support and report on document control activities and duties as directed by the project management group. 
• Manage and maintain a register of documents to meet V/Line defined standards. This includes the external documents register. 
• Manage the document control process on behalf of V/Line and be the Subject Matter Expert (SME) in document management and control and the use of PTV DMS, IMS, CDMS and DDMS to ensure compliance with the current ISO standards. 
• Coordinate Engineering review of drawings submitted for review by V/Line Projects group. 
• Keep abreast of document control industry best practice and make recommendations regarding ongoing improvements of the Document Management System. 
• Train and advise colleagues within Projects on document control processes and the use of relevant systems 
• Liaise with project stakeholders ensure all printed controlled documents kept by frontline staff and contractors are current. 
• Manage and issue document numbers for controlled documents and formal reports.  
• Administration and ongoing improvement of the Document Management System.

If your skills or experience don’t exactly match our listed requirements, we still encourage you to apply. We value diverse perspectives and believe in the potential for growth and development.

About you

The Document Controller will also ensure best practice and ongoing improvements in the administration of formal documents.

Selection Criteria:

KNOWLEDGE, SKILLS, EXPERIENCE and PERSONAL ATTRIBUTES

1. Experience in, or exposure to, document control or records management activities, including document tracking, version control, and transmittals (experience preferred but not essential).
2. Familiarity with electronic document management systems (EDMS) such as Aconex, Team Binder, SharePoint, Insight, or similar (training can be provided).
3. Strong attention to detail, with the ability to accurately review, name, format, and file documents in line with project and company standards.
4. Good organisational and time management skills, with the ability to manage document volumes and meet review deadlines.
5. Clear communication skills, with the ability to work with project teams, consultants, and external stakeholders to support correct document submission and distribution processes.
6. Ability to work independently, follow established procedures, and learn document control processes as required.

Why V/Line

In addition to free myki travel, we offer:

• Community impact – Make a genuine difference. Work in a role that connects Victorians, every day.
• Huge potential – We’re transforming, and you can too. Be a change maker, recognised for your contribution and creativity.
• Dynamic environment – V/Line operates in a constantly changing space. Join a fast-paced and exciting organisation.
• Collaborative team – You’ll be part of a broader supportive team. Surround yourself with talented, passionate peers.
• Flexible working – We support flexible working. Work in a way that supports you to thrive in your role.

We are committed to ensuring a comfortable and accessible recruitment experience. If you need any adjustments or have specific accessibility requirements at any stage of the process, please contact our Talent team at TalentSupport@vline.com.au or 1800 800 007 for confidential support.

As an equal opportunity employer, V/Line is committed to creating a diverse, inclusive and respectful workplace and network that reflects the communities we serve. We accept and value the contributions of all our employees regardless of gender, ethnicity, sexual orientation, religion, age or disability. We were also named a Work 180 endorsed employer for the second year in a row – meaning, we are committed to creating a great workplace for women.

We proudly acknowledge First Peoples of Victoria. We acknowledge their ongoing strength in practicing the world’s oldest living culture. We acknowledge the Traditional Owners’ lands, waters, and skies on which we live and pay respects to their Elders past and present.

At V/Line, safety is our priority. Successful applicants will undergo relevant pre-employment and medical checks to meet our safeworking standards. V/Line is also a proud Child Safe employer.

Applications close: Friday 20^th February 2026