Document Control Manager

Egis; London; On-site; GBP 40,000 - 70,000; Full time

Job summary

An established industry player in construction engineering is seeking a meticulous Document Control Manager to enhance their document management processes. In this pivotal role, you will oversee the management of client documents, ensuring compliance with industry standards while utilizing advanced EDMS systems. Your expertise in SharePoint workflows and Power Automate will be crucial in developing efficient information management services. Join a dynamic team dedicated to delivering successful projects in the transport and mobility sectors, where your attention to detail and organizational skills will make a significant impact.

Qualifications

• Proficiency in EDMS systems and strong communication skills.
• Ability to manage time effectively and troubleshoot issues.
• HNC/NVQ in Information Management or equivalent experience.

Responsibilities

• Oversee document control activities and implement policies.
• Administer EDMS environments and collaborate with project teams.
• Conduct internal compliance audits and maintain documentation.

Skills

EDMS systems (ProjectWise, eB, Aconex, ASITE)

SharePoint workflows

Power Automate

Microsoft Office

Communication skills

Time management

Attention to detail

Education

HNC/NVQ in Information Management

Administration or equivalent experience

Tools

ProjectWise

eB

Aconex

ASITE

SharePoint

Power Automate

Job description

Company Description

As an international player in construction engineering and mobility services, Egis offers a unique global opportunity, combining consulting, engineering, and infrastructure operations.

Our capacity for innovation allows us to respond to the challenges of the climate and digital world, offering solutions and recognised expertise in transport and mobility, sustainable cities, building, water, environment, and energy sectors.

The Egis Group has over 50 years of experience, presence in 75 countries, and 18,000 employees worldwide.

Egis Transport Solutions (ETS) is a business unit of the Egis Group, bringing together expertise in guided urban transport and heavy rail systems. We provide comprehensive consultancy services from initial project feasibility to delivery, commissioning, and close-out, ensuring safe and successful project delivery.

We are seeking a highly organized and detail-oriented Document Control Manager to join our team. The successful candidate will manage and oversee document control processes, ensuring all client documents are accurate, up-to-date, and compliant with industry standards and regulations. Knowledge of managing SharePoint workflows and Power Automate is essential.

The role is vital in developing our information management services and delivering success for our clients.

Job Description

As a Document Control Manager, you will oversee client and stakeholder document control activities, implementing and managing policies and procedures for project information management.

Key Responsibilities:

1. Promote the importance of effective document and records management, act as subject matter expert, and support by providing training in document management procedures.
2. Administer company/client EDMS environments, including configuring templates and data sources.
3. Create and deactivate EDMS users and control permission groups.
4. Collaborate with project teams to gather, document, and implement EDMS requirements.
5. Develop workflows/rules for engineering applications to align with project and business needs.
6. Monitor system performance, support, and troubleshoot EDMS applications.
7. Maintain technical support documentation.
8. Ensure documentation within projects adheres to procedures and work instructions.
9. Work with project management to maintain the quality of the document control system through systematic monitoring and training.
10. Conduct internal compliance audits and prepare reports for improvements.
11. Ensure compliance with standards to protect electronic and hard copy records for legal and operational reasons.
12. Manage user requests for folder creation and access permissions.
13. Assist project teams in meeting document management standards throughout project lifecycle.
14. Distribute project-related information to all relevant parties.
15. Use client-based document control systems for document issuance, receipt, and transfer.
16. Review and update project data for accuracy.
17. Maintain confidentiality of sensitive documentation.
18. Perform other duties as required.

Who you will work with:

External: Clients, stakeholders, construction teams, multidisciplinary project teams, suppliers, designers.

Internal: Project teams, Egis UK consulting, head office functions.

Qualifications

Essential:

• Proficiency in EDMS systems such as ProjectWise, eB, Aconex, ASITE, SharePoint workflows, and Power Automate.
• Strong listening and communication skills.
• Ability to prioritize, manage time effectively, and troubleshoot.
• Excellent interpersonal, communication, and customer service skills.
• Proficiency in Microsoft Office.
• High proactivity and attention to detail.
• HNC/NVQ in Information Management, Administration, or equivalent experience.

Additional information about diversity and inclusion, employment type, industry, and application encouragement included as in the original.