Document Control Manager

LotusWorks; Leixlip; On-site; EUR 50,000 - 75,000; Full time

Benefits offered by this job

VHI Healthcare

Life Assurance

Pension Contribution

Training And Educational Assistance

Annual GP Check-Up

Extra Annual Leave

Healthcare Screening

Recognition Rewards

Job summary

LotusWorks in Ireland is seeking a Document Control Manager to oversee document control processes across client projects. You will maintain PEP and CMP alignment, ensure SOPs are followed, and coordinate with global document control teams to standardize documentation.

Reporting to the Central Document Control Manager, you will prepare weekly updates, lead cross-site meetings, and drive continuous improvement in information management, risk mitigation, and escalation of issues to project teams.

Qualifications

• Previous experience in Document Control essential.
• Competent in MS Office, particularly MS Excel including VLOOKUP.
• Strong communication and people management skills and ability work with people at all levels.
• High attention to detail.
• Ability to work on own initiative and as part of a team.
• Problem solving ability and solution focused.
• Man-management and people skills.

Responsibilities

• Review project schedules, PEP chapters and contracts to ensure complete understanding of project documentation requirements.
• Support development and maintenance of PEPs, schedules, trackers, and reporting tools.
• Review processes and procedures for gaps, risks and improvements.
• Support local document control team through day-to-day execution of requests from request inboxes.
• Liaise with project stakeholders to ensure documentation is delivered in accordance with project schedules and priorities.
• Monitor project documentation progress against deliverable milestones and proactively identify gaps in documentation.
• Lead and support structured investigations into technical failures, operational incidents, safety observations, project delays, recurring defects, and quality issues.
• Conduct site investigations, gather evidence, interview stakeholders, review documentation, and analyse system performance to determine root causes.
• Track implementation and effectiveness of corrective and preventive actions.
• Support development of procedures, checklists, workflows, and best practices arising from investigations.
• Participate in daily, weekly, and monthly project reviews.
• Prepare and present project progress updates to project stakeholders and Central Document Control Manager
• Maintain effective communication channels between client project team, external contractor and trade document control teams and internal global document control teams.
• Champion a culture of continuous improvement and operational excellence.
• Identify opportunities to improve project documentation delivery, project records management and auditing management.
• Support implementation of Lean, Six Sigma, and problem-solving methodologies where applicable

Skills

MS Excel

Communication

Attention to detail

Initiative

Teamwork

Problem solving

People management

Education

Level 7 qualification in Business

Business degree

Tools

MS Office

Job description

LotusWorks is an Engineering Services provider specializing in managing Commissioning, Construction Services, Calibration, Operations & Maintenance scopes of work within global manufacturing facilities. LotusWorks operates globally across EMEA and North America partnering with the world's leading manufacturers across the Semiconductor, Pharmaceutical & Biologics, Medical Device and Data Centre sectors. Our team of Engineering and Technical professionals is immersed in cutting-edge technologies and innovations. LotusWorks is committed to a diverse and inclusive workplace, integral to our people-first approach.

LotusWorks is an Engineering Services provider specializing in managing Commissioning, Construction Services, Calibration, Operations & Maintenance scopes of work within global manufacturing facilities. LotusWorks operates globally across EMEA and North America partnering with the world's leading manufacturers across the Semiconductor, Pharmaceutical & Biologics, Medical Device and Data Centre sectors. Our team of Engineering and Technical professionals is immersed in cutting-edge technologies and innovations. LotusWorks is committed to a diverse and inclusive workplace, integral to our people-first approach.

As a Document Control Manager, you will be responsible for the maintenance and updating of all document control processes and procedures used by the documents control department. The department is responsible for ensuring the document control PEP (Project Execution Plan) chapters are in line with the SOP (Standard Operating Procedure) and CMP (Construction Management Plan) chapters for information management and that these chapters are signed off by the client. The SOP and CMP chapters are maintained by the Document Control Manager group globally for the client.

Reporting to the Central Document Control Manager, the Document Control Manager provides weekly project update reports for their site, engages in the Weekly Document Control cross site work group meetings and engages with their local Client Project Teams to facilitate correct processing of documents ensuring a healthy and successful project from Kick off to Closeout.

The Document Control Manager shall be capable of work on their own, with external and internal document control departments and with cross functional departments across the globe to establish and maintain client global documentation standards. This includes, but not limited to, testing new systems before they are made available to users, preparing meeting agendas and minutes, preparing and presenting to client Program Managers, identifying process gaps and risks, and implementing corrective and preventive actions to improve future project outcomes.

Responsibilities

• Review project schedules, PEP chapters and contracts to ensure complete understanding of project documentation requirements.
• Support development and maintenance of PEPs, schedules, trackers, and reporting tools.
• Review processes and procedures for gaps, risks and improvements.
• Support local document control team through day-to-day execution of requests from request inboxes.
• Liaise with project stakeholders to ensure documentation is delivered in accordance with project schedules and priorities.
• Monitor project documentation progress against deliverable milestones and proactively identify gaps in documentation.
• Lead and support structured investigations into technical failures, operational incidents, safety observations, project delays, recurring defects, and quality issues.
• Conduct site investigations, gather evidence, interview stakeholders, review documentation, and analyse system performance to determine root causes.
• Track implementation and effectiveness of corrective and preventive actions.
• Support development of procedures, checklists, workflows, and best practices arising from investigations.
• Participate in daily, weekly, and monthly project reviews.
• Prepare and present project progress updates to project stakeholders and Central Document Control Manager
• Maintain effective communication channels between client project team, external contractor and trade document control teams and internal global document control teams.
• Champion a culture of continuous improvement and operational excellence.
• Identify opportunities to improve project documentation delivery, project records management and auditing management.
• Support implementation of Lean, Six Sigma, and problem-solving methodologies where applicable

Skills Required

• Previous experience in Document Control essential
• Competent in MS Office, particularly MS Excel to including VLOOK UP
• Strong communication and people management skills and ability work with people at all levels.
• High attention to detail
• An ability to work on own initiative and as part of team equally.
• Problem solving ability and solution focussed.
• Man-management and people skills

Education / Licenses / Certifications

• Level 7 qualification in Business or relevant discipline preferred but not essential
• Proof of education, licenses, and certifications will be required where applicable

Benefits

• VHI Healthcare Cover
• Life Assurance
• Pension Contribution
• Training And Educational Assistance
• Annual GP Check-Up
• Extra Annual Leave
• Healthcare Screening
• Recognition Rewards

LotusWorks is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to creating a diverse and inclusive workplace where all employees feel valued, respected, and empowered.