Document Control Specialist

Harmony Australasia; Brisbane; Hybride; AUD 90 000 - 120 000; Plein temps

Avantages offerts par ce poste

Flexible working

WFH 2 days/week

Milton office location

Medibank discount

Rewards & discounts scheme

Résumé du poste

Harmony Australasia is seeking a Document Control Specialist in Brisbane to lead an end-to-end review of the regional document management ecosystem. You will design a scalable framework, governance, and an implementation roadmap while collaborating with IT, HSE, Legal and site leadership.

You will drive change management, mentor site Document Controllers and define performance metrics to support audits and regulatory reviews across the region.

Qualifications

• Significant experience in document, information or records management, including leadership level.
• Experience leading a review, audit or maturity assessment of a document management ecosystem and translating findings into a roadmap.
• Strong knowledge of EDMS/content management platforms (e.g. SharePoint) and related configuration/design.
• Experience designing or redesigning document control frameworks across multi-site or organisational levels, preferably in mining or heavy industry.

Responsabilités

• Lead end-to-end review of Harmony Australasia's document management across sites, including technology, process and governance.
• Develop findings and options paper; benchmark against industry practice and identify gaps and risks.
• Create business case and roadmap for document management tech, including platform upgrades or replacements.
• Design a standardised document framework including taxonomy, metadata and templates.
• Assess structure and capability for document control and propose optimal resourcing and reporting models.
• Develop governance framework for lifecycle management aligned with regulatory requirements.
• Own EDMS vendor relationships and lead system configuration, upgrades and integrations.
• Establish community of practice for site-based Document Controllers and provide mentorship.
• Define and monitor performance metrics and maturity indicators across sites.
• Lead change management and communication to drive adoption across workforce.
• Support audits by ensuring accurate, traceable, defensible records.
• Identify risks and drive improvement actions across the region.
• Partner with project teams to embed standards in new projects and implementations.

Connaissances

Document management

Leadership

Stakeholder engagement

Change management

Project management

Communication

Outils

SharePoint

Objective

Aconex

OpenText

iManage

M-Files

Description du poste

Harmony is the largest gold producer by volume in South Africa and is a significant operator of gold tailings retreatment facilities. In Papua New Guinea, Harmony owns and operates the Hidden Valley mine and owns 50% of the Tier 1 Wafi-Golpu copper-gold project. In Australia, Harmony owns the high-grade CSA copper mine in Cobar, NSW and is constructing the Eva Copper Mine in Cloncurry, QLD with first production targeted for the second half of the 2028 calendar year. These assets are supported by the Harmony Australasia regional corporate office located in Milton, Brisbane.

Reporting to the Principal – Organisational Development & Learning, the Document Control Specialist will lead a structured review of the current document management environment across the region and develop a roadmap of recommendations to lift maturity, consistency and efficiency across all sites and functions.

This position will work closely with site-based Document Controllers, IT/Business Systems, HSE, Legal and site leadership to design and implement a fit-for-purpose, scalable document management model, and acts as the senior subject matter expert and change lead for document management across Harmony Australasia.

Roster: Monday to Friday, 40 hours per week, at our Brisbane office with the option to WFH 2 days per week.

This role will be offered as a 12-month fixed-term contract.

Key responsibilities of this role include:

Lead an end-to-end review of Harmony Australasia's current document management ecosystem across all sites, including technology, process, governance, taxonomy/hierarchy and organisational capability.

Develop and present a findings and options paper to senior leadership, benchmarking current state against industry practice and identifying key gaps, risks and opportunities.

Develop a business case and implementation roadmap for document management technology, including recommendations on retaining, upgrading, consolidating or replacing existing EDMS platform(s) (e.g. SharePoint and site-specific systems).

Design a standardised document framework/hierarchy (classification, numbering, taxonomy, metadata schema and templates) that can scale consistently across sites and functions.

Assess the current organisational structure and capability for document control across the region and recommend an optimal resourcing and reporting model (centralised, hybrid or site-based) including role design and capability uplift plans.

Develop the governance framework (policy, standards, procedures) for document lifecycle management, ensuring alignment with legislative, statutory and corporate requirements.

Own the relationship with EDMS vendor(s) and internal IT/Business Systems teams, leading system configuration, upgrades, integrations and user experience improvements.

Establish a community of practice for site-based Document Controllers, providing technical leadership, mentoring, coaching and capability development.

Define and monitor document management performance metrics and maturity indicators across sites, reporting progress to senior leadership and relevant governance forums.

Lead change management and communication activities associated with document management improvements, ensuring effective adoption across the workforce.

Support internal and external audits, assurance activities and regulatory reviews by ensuring the document management framework produces accurate, traceable and defensible records.

Identify emerging document management risks and improvement opportunities driving corrective and preventative actions across the region.

Partner with project teams to ensure document management standards are embedded in new projects, acquisitions and system implementations.

About you

To succeed in this role, you should be able to work efficiently and collaboratively with the following skills and experience:

Significant experience in document, information or records management, including experience operating at a specialist or leadership level.

Demonstrated experience leading a review, audit or maturity assessment of a document management ecosystem, and translating findings into a practical roadmap and business case.

Strong working knowledge of EDMS/content management platforms (e.g. Microsoft SharePoint, and awareness of alternatives such as Objective, Aconex, OpenText, iManage or M-Files), including configuration, metadata, workflow and permissions design.

Experience designing or redesigning document control frameworks, taxonomies or hierarchies at a multi-site or organisational level, ideally within mining, resources or another heavy-industry, project-based environment.

Strong stakeholder engagement, influencing and consulting skills, with experience presenting findings and recommendations to senior leadership.

High level of written and verbal communication skills, including business case, policy and procedure writing.

Change management experience, with the ability to lead adoption of new systems, processes and ways of working across a dispersed workforce.

Strong organisational, analytical and project management skills, with the ability to manage competing priorities across multiple sites.

What are the benefits of working for Harmony?

Flexible working practises, option to WFH 2 days per week.

Convenient Milton location, a short walk from public transport.

Corporate / discounted rates with Medibank and access to Harmony’s rewards and discounts scheme.

The opportunity to work for an international mining company with a diverse workforce.

Salary will be negotiated commensurate with experience.

To learn more about Harmony, please visit our website www.harmony.co.za