Associate Document Controller

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Who are we?
Costaterra Golf & Ocean Club is part of DLC – Discovery Land Company (DLC). DLC is known for developing luxury residential communities and resorts.
Costaterra is a private members only residential community in Comporta – Portugal. It combines luxury living with top-tier hospitality, offering incredible dining, a world-class golf course, spa services, outdoor pursuits, and immersive local experiences.
The Associate Document Controller supports the project team by managing, organizing, and maintaining project documents throughout the construction lifecycle. This role ensures that all project documentation is accurate, up-to-date, and easily accessible to internal teams, consultants, and contractors.

What you will do?

• Assist with the receipt, review, distribution, and tracking of project documents, including drawings, specifications, submittals, RFIs, reports, and correspondence.
• Maintain document control logs and ensure metadata, version control, and status updates are accurate.
• Upload, manage, and organize files within the project's document management system (e.g., Procore, Egnyte)
• Support the preparation, formatting, and filing of contract documents, including agreements, change orders, and addenda, ensuring proper version control and secure access.
• Coordinate and maintain regulatory documentation, such as permits, inspection reports, compliance certificates, and environmental records, ensuring they are current and properly stored.
• Assist in preparing project reporting materials by gathering documentation, updating status logs, and supporting the production of weekly/monthly reports for internal and external stakeholders.
• Perform routine audits to ensure document compliance with company, project, and regulatory standards.
• Respond to document requests from project managers, engineers, and other stakeholders.
• Help ensure timely circulation of documents to the appropriate parties.
• Assist with archiving and close-out documentation at project completion.

What are we looking for?

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 3-5 years of experience in document administration, office coordination, or related role (construction experience a plus).
• Familiarity with construction terminology and project documentation preferred.
• Proficiency with Microsoft Office Suite and experience with document management platforms.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and work in a fast-paced project environment.
• Strong communication (in both English and Portuguese) and teamwork skills.

What do we offer?

Work-Family Culture, Global Career Opportunities, Competitive Salarys, Development Programs, Medical Insurance, Meal Allowance, Staff Restaurant, Staff Events and Staff accommodation if you are not local.

If you have what it takes and want to build a career , this is the place for you!

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