Document Control Manager

Role

The Document Control Manager leads in all matters related to document control and document management systems and procedures, to achieve on-time and on-budget document control process delivery. He/she maintains electronic and hardcopy filing systems, and monitors data integrity, user access, and security for the work stream.

Key Accountabilities

• Coordinate with delivery teams and Document Controllers (DCs) to ensure appropriate DC activities are prepared and implemented in alignment with the master schedule for each project phase.
• Work across the work streams to ensure processes and tools are implemented as required and assists with related questions/concerns.
• Coordinate with the PMO functional team on process and tool issues, including contributing to continuous improvement.
• Coordinate and assist as required with internal audits and/or other required audits.
• Coordinate training for DCs, delivery teams, and external parties as needed.
• Assist DCs and delivery teams with DC process and tool issues and escalates issues as appropriate.
• Administer and coordinate with Business Systems to administer document and contract management systems, as applicable, and maintains security of documents according to established security policies and procedures.
• Establish workflows and monitor documents throughout review processes.
• Provide quality control review of documents and confirm appropriate statuses are applied to record documents prior to distribution.

Strategy & Business Planning

• Create distribution lists and issues number of copies required, based on contract requirements and verified direction from the delivery team.
• Perform routine data quality audits and maintains record document logs for progress tracking and document retrieval.
• Verify relevant information on record documents are provided as required metadata within appropriate systems (e.g., drawing and document number, revision number, document status, review status, document type, and required summary of changes since previously submitted revision).
• Track and monitor day-to-day document control activities to organize and ensure that project information is accurate, controlled, transmitted, managed, and archived in alignment with established policies, procedures, and project requirements.
• Assist with project handover and closeout requirements to transfer required information to asset owner groups and assists with transition of information into Asset Management repositories, as required.

Budget & Plans

• Recommend the department budget, and monitor financial performance versus the budget so that the business is aware of forecast cost and revenues; areas of underperformance are identified and opportunities to improve performance are capitalised upon.
• Prepare, implement, control and track the training department budget to ensure the expenses are effectively managed.

Policies , systems processes & procedures

• Develop and oversee the implementation of department policies, procedures and controls covering all areas of the department’s activity so that all relevant procedural/ legislative requirements and standards are fulfilled to ensure that City Edge delivers a world-class service. 
• Manage the cost-efficient usage of all applicable resources to reduce wastage and unnecessary expense.

HSE & Risk Management

Ensure compliance to all relevant QHSE management policies, procedures and controls to ensure that City Edge provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Change Management

Contribute to managing change in own team by providing inputs for and taking part in change initiatives, programmes and projects that reflect international best practice and changes in the competitive environment.

Continuous Improvements

People management

Working Conditions

Office based role with normal working conditions.

Necessary Experience

• 12-15 years of related experience of which a minimum of 4-7 years should be in a similar position / responsibility, preferably in a similar Industry.
• Previous experience in Real Estate is preferred

Education Requirements

• Bachelor Degree in Finance, Business, Engineering, Marketing or equivalent.
• MBA or Master’s Degree in related fields is preferred.

Competencies