Job Summary:
We seek a highly skilled and experienced Lead Document Controller to oversee managing and controlling all project documentation across the BRUSH group.
The Lead Document Controller will establish document control processes, maintain document repositories, and ensure compliance with document management standards and procedures.
The role will manage a centralised team of document control resources and govern embedded resources within group businesses.
The role requires strong organisational abilities, attention to detail, and excellent communication skills.
Key Responsibilities
Governance & Assurance:
- Develop and implement document control procedures and policies to ensure the accurate, timely, and efficient management of project documentation.
- Facilitate alignment and standardisation of document control practices across multiple business units.
- Establish a standard document numbering, naming conventions, and version control processes to maintain consistency and integrity.
- Establish assurance activities across all group businesses, ensuring alignment with central governance.
- Ensure compliance with industry standards (e.g., ISO 9001, ISO 27001) and regulatory requirements for document management across all group businesses.
- Audit and monitor document control practices to identify gaps and drive continuous improvement for all group businesses.
Interdepartmental and Cross-Business Coordination:
- Serve as a liaison between business unit leaders, project teams, and corporate governance to ensure documentation needs are met.
- Promote best practices and knowledge sharing across embedded teams and business groups.
Systems and Tools Management:
- Select, implement, and manage electronic document management systems (EDMS) or other platforms used across the group.
- Ensure proper user access and permissions are assigned based on roles and business unit requirements.
- Coordinate with internal and external resources for system maintenance, updates, and troubleshooting.
Reporting and Metrics:
- Develop, implement and maintain KPIs and dashboards to monitor document control effectiveness and compliance across all businesses.
- Report on document control activities, risks, and opportunities to senior leadership or governance boards.
Change Management and Improvement:
- Lead or contribute to change management efforts related to document control systems, policies, or business mergers/acquisitions.
- Drive process improvements, including digitization, automation, and simplification of document workflows.
Document Review and Approval:
- Accountability for ensuring all documents, including technical specifications, drawings, reports, and correspondence, follow the review and approval process per company policy before being distributed externally.
- Track document revisions and ensure all changes are properly documented and communicated.
Training and Support:
- Provide training and support to colleagues on document control procedures, tools, and systems.
- Offer guidance and assistance to ensure adherence to document management's best practices and standards.
Management:
- Act as the escalation point for complex document control issues across the group.
- Manage a team of Document Controllers, providing guidance, support, and feedback to ensure their performance meets or exceeds expectations.
- Set clear performance objectives for team members and regularly assess their progress.
- Provide constructive feedback and coaching to help employees improve their performance.
- Make decisions on behalf of the team, considering input from stakeholders as appropriate, and take responsibility for the outcomes of those decisions.
- Foster a positive work environment that promotes motivation, teamwork, and high morale. Recognise and reward employees for their achievements and contributions.
Qualifications, Knowledge, Experience and Skills:
Qualifications
- Bachelor’s degree in business administration, Information Technology, or a related field is desirable.
Skills
- Proficiency in Microsoft software suite (e.g., Microsoft Word, Excel, PowerPoint).
- Proficiency in Microsoft SharePoint.
- Proficiency with Adobe Acrobat Pro.
- Exceptional communication and interpersonal skills.
- The ability to foster a positive work environment that promotes motivation, teamwork, and high morale.
- Stakeholder management skills.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
Experience
- Proficiency in document control software and systems (e.g., SharePoint, Documentum, Aconex).
- Proven experience (5 years) in document control or records management, preferably in a project-based environment.
- Experience in developing and documenting business processes.
- Proven experience in leading a team.
- Strong understanding of document management principles, practices, and standards.
- Excellent organisational, analytical, and problem-solving skills.
- Attention to detail and accuracy in managing large volumes of documentation.
- Strong communication and interpersonal skills, with the ability to work effectively in a team environment.