Lead Document Manager

The Lead Document Manager is responsible for overseeing and optimising the document management strategy across the project. The role holder serves as a key authority for documentation protocols and ensures alignment with organisational objectives.

As the lead resource of the document management team the role holder supervises the implementation and enhancement of document control systems provides strategic guidance and mentors document control staff. The role holder ensures rigorous compliance with industry standards maintains comprehensive records and spearheads initiatives for process improvement. The role holder drives and champions effective document management practices throughout the entire project lifecycle ensuring seamless information flow and accessibility.

• Lead the development and implementation of advanced document management systems to ensure streamlined organisation easy access and retrieval of documents across multiple projects and departments.
• Design and enforce sophisticated version control protocols ensuring that current and relevant documents are utilised while maintaining comprehensive archives of historical versions for strategic reference and compliance purposes.
• Supervise the meticulous management of documents including overseeing revisions and maintaining accuracy and consistency in document versions across all project phases.
• Develop and implement strategies for the efficient distribution of documents to internal and external stakeholders ensuring timely and precise dissemination of critical information in alignment with project timelines.
• Lead initiatives to ensure all documentation strictly adheres to organisational policies industry standards and regulatory requirements while promoting uniform document formats and templates.
• Architect and enforce comprehensive access control measures to safeguard sensitive information ensuring only authorised personnel have the appropriate access rights.
• Enhance communication channels with team members stakeholders and vendors to streamline document exchanges and updates promoting transparency and collaboration.
• Coordinate and improve document review and approval processes ensuring efficient and timely revisions and endorsements from relevant stakeholders thereby minimising bottlenecks.
• Supervise the maintenance and enhancement of detailed records of document history including revisions approvals and distribution logs crucial for audits and strategic planning.
• Generate analyse and present detailed reports on document status activities and compliance to support project management and inform strategic decision-making.
• Identify prioritise and implement opportunities to improve document management processes and systems ensuring they remain effective and adapt to evolving project needs.
• Prioritise and manage tasks to meet deadlines ensuring efficient document flow across various project phases and responding dynamically to changing project requirements.
• Proactively identify and resolve complex issues related to document management implementing solutions swiftly and effectively to prevent disruptions.
• Provide leadership guidance and support to junior document controllers fostering a collaborative efficient and high-performance team environment.
• Perform additional tasks activities or other duties as required or assigned as part of the role.

Qualifications :

• Advantageous however not mandatory for this role: Level 8 degree (or equivalent) in relevant subject area e.g. Project Management Business Administration etc.  

• 20 years experience in document management and a proven track record of handling project document control activities in high value metro rail projects or projects of a similar scale / complexity.
• Extensive knowledge of quality management and process improvement practices and systems preferably within the construction sector.
• Extensive experience in document control activities relating to compliance quality and policies.
• Extensive experience working with document management systems databases and software.

Skills

• Proficiency in document management systems (DMS) databases and software such as Microsoft Office SharePoint or specialised document control software.
• Extensive knowledge of project management principles and practices to align document control activities with project goals.
• Extensive knowledge of industry standards regulations and legal requirements related to document handling and storage.
• Strong understanding data protection principles to safeguard sensitive and confidential information.
• Ability to adapt to changing project needs and document management technologies or processes.
• Ability to work effectively in a team environment.
• Excellent verbal and written communication skills to facilitate clear and consistent dialogue between all parties involved.
• Ability to govern and drive outcomes to ensure high quality service.
• Project Management Professional (PMP) - desirable
• Certified Document Controller (CDC) - desirable

Additional Information :

What we offer you:

• Full time
• Competitive remuneration and attractive range of benefits
• 8% Pension
• 25 days Annual leave (23 days 2 company days)
• Opportunity to work on impactful and innovative projects
• Career development opportunities both in Ireland and globally
• Opportunity to work with a diverse group of talented and collaborative colleagues

Our inspired people share our vision and mission. We provide a great place to work where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

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SOX control responsibilities may be part of this role which are to be adhered to where applicable.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review. 

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review.