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Document Control Manager

Responsibilities:

  • Oversee the implementation and utilization of Aconex software for document control and management purposes.
  • Develop and maintain document control processes and procedures to ensure efficient document management and compliance with industry standards.
  • Coordinate with project teams to establish document control requirements, including document numbering, naming, filing, and distribution.
  • Train and support staff on Aconex software and document control procedures.
  • Monitor the flow of project documentation to ensure timely review, approval, and distribution.
  • Maintain an organized document management system, including electronic and hard copy filing systems.
  • Perform regular audits to ensure accuracy and completeness of project documentation.
  • Liaise with external stakeholders, such as clients, contractors, and regulatory bodies, to facilitate document exchange and resolve issues.
  • Prepare regular reports on document control activities, including status updates and metrics.
  • Ensure compliance with document control policies and industry regulations, including GDPR and information security requirements.
  • Collaborate with internal departments to streamline document control processes and optimize efficiency.
  • Develop and implement document control training programs for new hires and existing staff to ensure adherence to document management protocols.
  • Conduct regular reviews of document control procedures and recommend improvements to enhance workflow and productivity.
  • Ensure all project documentation is archived and stored securely for future reference and audit purposes.
  • Collaborate with IT teams to troubleshoot technical issues related to document management systems and software.
  • Lead meetings and training sessions to communicate updates on document control policies, procedures, and software enhancements.
  • Stay informed about industry trends and technological advancements in document control to recommend innovative solutions for continuous improvement.
  • Manage and track document revisions, change requests, and version control to avoid errors and discrepancies in project documentation.
  • Provide guidance and support to project teams on proper document formatting, standards compliance, and quality control.
  • Coordinate with external vendors, subcontractors, and partners to ensure alignment with document control processes and standards.

Essential Requirements:

  • Bachelor's degree in a relevant field such as business administration, engineering, or information management.
  • Certification in document control or records management is advantageous.
  • Prior experience in a similar role with a focus on using Aconex software for document control.
  • Proven experience working as a Document Control Manager, preferably with specific experience using Aconex software.
  • In-depth understanding of document control processes and best practices.
  • Strong knowledge of document management systems, including electronic document management software.

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