Document Control Manager

Affordable Houses Ltd.; London; On-site; GBP 40,000 - 70,000; Full time

Job summary

Join a forward-thinking company as a Document Control Manager, where your expertise in document management and EDMS systems will be pivotal. This role offers the chance to enhance information management services while ensuring compliance with industry standards. Collaborate with diverse teams and clients to promote effective document control practices. Your attention to detail and strong communication skills will help drive project success in a dynamic environment. If you're ready to make a significant impact in a global organization, this opportunity is for you.

Qualifications

• Proficient in EDMS systems and SharePoint workflows.
• Strong communication and customer service skills are essential.

Responsibilities

• Manage document control activities and ensure compliance with standards.
• Provide training in document management procedures and maintain EDMS.

Skills

EDMS systems (ProjectWise, eB, Aconex, ASITE)

SharePoint workflows / Power Automate

Microsoft Office

Communication skills

Attention to detail

Time management

Education

HNC/NVQ in Information Management

Demonstrable equivalent experience

Job 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 the transport and mobility, sustainable cities, building, water, environment, and energy sectors.

The Egis Group has more than 50 years of experience, presence in 75 countries, and 18,000 employees around the world.

Egis Transport Solutions (ETS), a business unit of the Egis Group, brings together all the necessary expertise for guided urban transport and heavy rail systems. Our business provides a full range of consultancy services from initial project feasibility to delivery, commissioning, and close-out. We deliver design and resource solutions to our wide range of clients ensuring safe and successful delivery.

We are seeking a highly organized and detail-oriented Document Control Manager to join our team. The successful candidate will be responsible for managing and overseeing the document control process to ensure that all client documents are accurate, up-to-date, and compliant with industry standards and regulations. They should also understand how to manage and control SharePoint power automate workflows.

The successful candidate will play an integral role in the development of our information management services, alongside delivering success for our clients.

Job Description

As a Document Control Manager, you will manage client and stakeholder document control activities, and implement policies & procedures to capture, store, protect, share, distribute, and manage project information.

Key Responsibilities:

• Promote the importance of good document and records management, act as subject matter expert, and support by providing training in document management procedures.
• Administer company/client EDMS environments, including configuration of templates and data sources.
• Create and deactivate EDMS users.
• Control and update EDMS permission groups.
• Interact directly with project teams to gather, document, and implement requirements for EDMS.
• Develop workflows/rules for engineering applications to suit project processes and business requirements for collaboration and work sharing.
• Monitor and maintain system performance of EDMS, support, and provide fixes on applications.
• Maintain technical support documentation.
• Ensure documentation within assigned projects is managed according to procedures and work instructions.
• Work with project management teams to maintain the quality of the document control system through monitoring and training.
• Perform internal compliance audits and prepare reports for improvements.
• Work with document owners to ensure compliance with standards for legal, fiscal, commercial, operational, or historical reasons.
• Provide administrator services related to user requests for folder creation, access management, and standardization.
• Guide and assist project teams to meet document management standards and deadlines.
• Liaise with project teams and external parties to distribute project information.
• Use client-based document control systems for issuing and receiving documents, and transfer to parent company systems as required.
• Review and maintain project data accuracy, editing as needed.
• Maintain confidentiality around sensitive documentation.
• Undertake additional duties as required.

Who you will work with:

External:

• Clients and stakeholders
• Construction teams
• Multi-disciplinary project team
• Suppliers
• Designers

Internal:

• Project team
• Egis UK consulting business
• Head office functions

Qualifications

Essential:

• Proficient in EDMS systems such as ProjectWise, eB, Aconex, ASITE, and SharePoint workflows / Power Automate.
• Strong listening and communication skills.
• Ability to prioritize, manage time well, and troubleshoot.
• Excellent interpersonal, communication, and customer service skills.
• Proficient in Microsoft Office.
• High level of proactivity.
• Good attention to detail.

• HNC/NVQ in Information Management, Administration, or demonstrable equivalent experience.

Additional Information

Diversity & Inclusion:

We are an Equal Opportunities employer committed to reflecting the communities we serve. We welcome candidates of all backgrounds and assess applications based on experience and suitability. We value contribution, inclusion, listening, and respect within our culture.