Strategic Document Control Lead (Hybrid)

Harmony; Brisbane; Hybrid; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Flexible working

Milton location

Medibank discounts

Diversity of workforce

Job summary

Harmony Australasia is seeking a Document Control Specialist to lead a comprehensive review of the document management environment across sites and functions, delivering a scalable model and roadmap. The role collaborates with IT, HSE, Legal and leadership to create governance, taxonomy, and optimised workflows, with a focus on enabling compliant records management.

Based in Brisbane with a 12-month fixed-term contract and the option to work from home 2 days per week, you will drive change,

Qualifications

• Significant experience in document, information or records management at specialist or leadership level.
• Experience leading a review, audit or maturity assessment of a document management ecosystem with a roadmap.
• Strong knowledge of EDMS/content management platforms with configuration, metadata, workflow and permissions design.
• Experience designing or redesigning document control frameworks for multi-site organisations, ideally in mining or heavy industry.
• Stakeholder engagement and ability to present findings to senior leadership.
• Change management experience to lead adoption of new systems across a dispersed workforce.
• Strong organisational, analytical and project management skills.

Responsibilities

• 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 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).
• 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.
• Develop the governance framework (policy, standards, procedures) for document lifecycle management, ensuring alignment with legislative 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 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 actions across the region.
• Partner with project teams to ensure document management standards are embedded in new projects, acquisitions and system implementations.

Skills

Document management

EDMS

Stakeholder engagement

Change management

Project management

Written and verbal communication

Analytical thinking

Tools

Microsoft SharePoint

EDMS platforms (Objective, Aconex, OpenText, iManage, M-Files)

Job description

Harmony Australasia is seeking a Document Control Specialist to lead a comprehensive review of the document management environment across sites and functions, delivering a scalable model and roadmap. The role collaborates with IT, HSE, Legal and leadership to create governance, taxonomy, and optimised workflows, with a focus on enabling compliant records management.

Based in Brisbane with a 12-month fixed-term contract and the option to work from home 2 days per week, you will drive change,