Document Control Manager

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

Job summary

Join a forward-thinking company as a Document Control Manager, where you will oversee the document control process, ensuring compliance and accuracy across projects. Your expertise in EDMS systems and SharePoint workflows will be crucial in delivering successful outcomes for clients. Collaborate with multidisciplinary teams, enhance document management procedures, and contribute to the development of information management services. This role offers a unique opportunity to make a significant impact in a dynamic environment focused on innovation and excellence in construction engineering and mobility services.

Qualifications

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

Responsibilities

• Manage and oversee the document control process for accuracy and compliance.
• Administer company/client EDMS environments and develop workflows.

Skills

EDMS systems (ProjectWise, eB, Aconex, ASITE)

SharePoint workflows

Power Automate

Microsoft Office

Communication skills

Interpersonal skills

Time management

Attention to detail

Education

HNC/NVQ in Information Management

Demonstrable similar experience

Job description

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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 recognized 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.

Job Title: Document Control Manager

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.

Key Responsibilities:

1. Promote the importance of good 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.
4. Control and update EDMS permission groups.
5. Interact directly with project teams to gather, document, and implement requirements for EDMS.
6. Develop workflows/rules for engineering applications to suit project processes and business requirements for collaboration and work sharing.
7. Monitor and maintain system performance of EDMS, support, and provide fixes on applications.
8. Maintain technical support documentation.
9. Ensure all documentation within assigned project or program areas is managed according to procedures and work instructions.
10. Work with project management teams to maintain the quality of the document control system through monitoring and training.
11. Perform internal compliance audits in configuration and document management, and prepare reports to identify improvements.
12. Collaborate with document owners to ensure compliance with standards to protect records across projects.
13. Provide administrator services to program staff for managing user requests and access permissions.
14. Guide project teams to meet standards for document management and facilitate document approval processes.
15. Liaise with project teams and external parties to distribute project-related information.
16. Use client-based document control systems for issuing, receiving, and transferring documents.
17. Review and maintain the accuracy of project data, editing as needed.
18. Maintain confidentiality around sensitive documentation.
19. Undertake other duties as reasonably 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:

• Proficient 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.
• Proficient in Microsoft Office.
• High level of proactivity and attention to detail.

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

Additional Information:

Diversity & Inclusion:

We are an Equal Opportunities employer and value diversity in our workforce. We welcome candidates from all backgrounds and assess applications based on experience, criteria, and suitability for the role. We are committed to creating an inclusive environment where everyone is included, listened to, and respected.