Record / Document Management Specialist

Anglo American; Sodankylä; On-site; EUR 48,000 - 68,000; Full time

Job summary

Anglo American Sakatti Mining Oy is seeking a Records Management Specialist to support day-to-day document control activities for the Sakatti project in Finnish Lapland, near Sodankylä. You will ensure compliance with corporate standards and manage procedures for document control across systems such as Aconex, with emphasis on accuracy, metadata integrity, and timely workflows.

You will collaborate with project, technical, and support teams, develop and maintain procedures, and contribute to

Qualifications

• Extensive practical experience in records management within a project context.
• Recognised as a subject matter expert in integrated document and records management practices.
• Proven proficiency with common DMS tools (Aconex primary).

Responsibilities

• Follow standard Document Management Procedure aligned with guidelines.
• Maintain and improve records management procedures and guidelines.
• Submit monthly reporting consolidating data from RM system.
• Provide administrative support to PM function as needed.
• Demonstrate leadership in Safety, Health, and Environmental performance.
• Maintain document registers across the project.
• Execute document control activities per procedures and project requirements.
• Upload/review/classify/distribute/archive project docs in Aconex.
• Ensure document accuracy, version control, and metadata integrity.
• Monitor workflows for timely reviews and approvals.
• Support project teams with guidance on document control processes.
• Perform quality checks on numbering/naming conventions and lifecycle rules.
• Maintain registers and reports on document status.
• Coordinate with stakeholders to resolve issues.
• Support audits and compliance reviews.

Skills

Records management

Document control

SHE leadership

Process improvement

Change management

Tools

Aconex

SharePoint

M-Files

OpenText

Trimble/Tekla docs

Job description

Company Description

Anglo American is a leading global mining company reimagining the future of mining to improve lives. With a focus on the responsible production of copper, premium iron ore, and crop nutrients - critical resources for decarbonising the global economy and enhancing food security - Anglo American is at the forefront of sustainable innovation. Through its FutureSmart Mining™ approach, the company integrates cutting-edge technology, digitisation, and sustainability across the entire mining value chain. Guided by its Sustainable Mining Plan, Anglo American is committed to creating thriving communities, protecting the environment, and delivering enduring value for all stakeholders. Headquartered in London, the company operates across five continents and is listed on both the London and Johannesburg stock exchanges.

Company Description

Anglo American is a leading global mining company reimagining the future of mining to improve lives. With a focus on the responsible production of copper, premium iron ore, and crop nutrients - critical resources for decarbonising the global economy and enhancing food security - Anglo American is at the forefront of sustainable innovation. Through its FutureSmart Mining™ approach, the company integrates cutting-edge technology, digitisation, and sustainability across the entire mining value chain. Guided by its Sustainable Mining Plan, Anglo American is committed to creating thriving communities, protecting the environment, and delivering enduring value for all stakeholders. Headquartered in London, the company operates across five continents and is listed on both the London and Johannesburg stock exchanges.

The Sakatti deposit is located in Finnish Lapland near the town of Sodankylä, and within the existing exploration permit areas fully owned by Anglo American Sakatti Mining Oy, a wholly owned subsidiary of Anglo American Plc. The Sakatti deposit is a unique, poly-metallic deposit that contains seven payable metals, including copper, nickel, cobalt, platinum, palladium, gold, and silver. The mine is targeted to produce two concentrates, high-grade copper and nickel concentrates but has optionality available to produce a bulk Cu-Ni concentrate

Job Description

We are looking for a Records Management Specialist to support in an operational role for the execution and day-to-day management of document control activities within the project. The role focuses on the correct implementation, maintenance, and compliance of document management processes and systems (e.g., Aconex), that ensures compliance with corporate standards and industry best practices.

You will support the development and ongoing maintenance of Document Management Procedures and guidelines, providing guidance on workflows and compliance requirements. Working closely with project, technical and non-technical functions, as well as support teams, you will adhere to Corporate Guidelines and identify opportunities to improve contractor compliance, ensuring excellence in document control across all project phases

Core Responsibilities (amongst others):

• Support to follow the standard Document Management Procedure aligned with the Corporate Document Management Guidelines.
• Maintain and continuously improve records management procedures, guidelines, used on the project.
• Submit monthly reporting consolidating key data from the records management system.
• Provide additional administrative support to the Principal Record Management function and Project Controls Manager as needed.
• Demonstrate visible leadership in Safety, Health, and Environmental (SHE) performance.
• Establish and maintain document registers for all controlled documentation across the project.
• Execute document control activities in accordance with established procedures, standards, and project requirements.
• Upload, review, classify, distribute, and archive project documentation within Aconex.
• Ensure document accuracy, version control, metadata integrity, and traceability.
• Monitor document workflows to ensure timely reviews, approvals, and distributions.li>
• Support project teams by providing operational guidance on document control processes and system usage.
• Perform quality checks to ensure compliance with document numbering, naming conventions, and lifecycle rules.
• Maintain registers, logs, and reports related to document status and progress.
• Coordinate with internal and external stakeholders to resolve document-related issues.
• Support audits and compliance reviews by ensuring document records are complete and up to date.

Qualifications

• Extensive practical experience in a similar role and project context.
• Recognised as a subject matter expert in integrated document and records management practices.
• Demonstrated ability to drive innovation and implement best-in-class document control systems and initiatives.
• Proven proficiency in the use and administration of commonly known DMS’s, some examples are listed below, the primary system used by Anglo American is Aconex, training will be provided to the successful candidate.
• M-Files
• DocALMA (Vitec ALMA)
• Aiddocs
• Solu 365
• Joisto
• Microsoft SharePoint (Microsoft 365)
• Microsoft OneDrive / Teams (as part of M365 ecosystem)
• OpenText
• Hyland OnBase
• ELO ECM
• LogicalDOC
• Aconex (Oracle)
• Bentley ProjectWise
• Trimble / Tekla document management ecosystem
• Familiarity with Microsoft SharePoint and Teams as secondary platforms.
• Knowledge of change management principles and process improvement methodologies.

Additional Information

Who we are

At Anglo American, we're redefining what it means to mine responsibly. We lead with integrity, care deeply about people and the planet, and constantly push the boundaries of innovation to work safer and smarter. From reducing water and energy use to pioneering precision extraction technologies, we're committed to sustainable practices that deliver real impact - today and for generations to come.

How We Are Committed To Your Safety

Nothing is more important to us than ensuring you return home safely after a day's work. To make that happen, we have the most rigorous safety standards in the industry. Not only that, we're also continually investing in new technologies - from drones to data analytics - that are helping to make mining safer.

Inclusion and Diversity

Anglo American is an equal opportunities employer. We are committed to promoting an inclusive and diverse workplace where we value and respect every colleague for who they are and provide equality of opportunity so that everyone can fulfil their potential.