Full-Time Document Controller - Data Centres

We are seeking a Document Controller to join our High Tech & Manufacturing team.

Initiative and problem-solving skills are essential, as are strong interpersonal and communication skills.

Experience implementing document control procedures, setting up, configuring, and managing Common Data Environments (CDE) / Electronic Document Management Systems (EDMS) at an administrator level is required.

Key Responsibilities:

• Management and configuration of CDE – Undertake configuration and daily management of the system, adding and maintaining user accounts and security groups. Respond to ad-hoc requests to move or rename uploaded files/documents.
• Interface with Project Team and stakeholders – Be the main point of contact for all queries and requests related to the CDE system.
• Provide CDE training and maintain training logs – Organize and conduct regular training sessions for new and existing users. Provide training on file naming protocols.
• Provide advanced training to super users and local administrators on advanced CDE functionality.
• Maintain Container Configuration & Workflows – Regularly check file/document links, fix issues, and manage workflows.
• Develop and Maintain User guides – Create and update training materials, user guides, and quick reference sheets.
• Manage system compliance and provide compliance reports – Conduct weekly compliance audits on file naming, storage locations, user access, and report to the head of WSO.
• Create new project setups on CDE – Create new project sites and assign users.
• Support – Provide ad-hoc reports, information on system usage, compliance, and assist with user activity requests.
• Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and file naming protocols.
• Respond to ad-hoc requests relating to document management/CDE – Provide advice and guidance on the system, user guides, and policies.

Experience:

• Experienced Information Manager with 3+ years IM and/or Consultancy experience.
• Experience with various projects.
• Administrator-level experience with Aconex, ViewPoint/4P, Asite, Bentley, or ProjectWise (at least one).
• User-level experience with another CDE/EDMS system.
• Advanced Microsoft Office skills.
• Excellent interpersonal skills, communication, and ability to interact with all levels.
• Well organized, ability to manage multiple requirements.
• Manage priorities based on project demands.
• Skilled in presenting and delivering training.
• Set up and maintenance of workflows within a CDE/EDMS.
• Excellent presentation skills.

Desirable Skills:

• Understanding of Building Information Modeling (BIM) in Information Management and Document Control.
• Running stakeholder workshops.
• Process capture and mapping.
• Use of advanced CDE/EDMS features, e.g., e-procurement.

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