Senior PMO Document Controller Infrastructure

The PMO Document Controller is responsible for overseeing all activities within the document control function. The role holder leads a team of document controllers who are responsible for assisting teams across the PMO function with all document storage sharing and protocol.

The role holder acts as the main point of contact for documentation queries for the organisation. As lead of the document controls team the role holder monitors the implementation of document control tools manages the document system and provides leadership to document controllers in the team.

The role holder ensures compliance with standards maintains accurate records and identifies process improvement opportunities. The role holder leads effective document management throughout the project lifecycle.

Principal Accountabilities

• Oversee the creation tracking and storage of documents in a centralised repository ensuring optimal organisation for easy access and retrieval.
• Lead the development and refinement of version control protocols to ensure the most current and relevant documents are utilised while maintaining comprehensive records of historical versions for reference.
• Coordinate the precise management of documents including tracking revisions and maintaining accuracy and consistency in document versions.
• Manage and optimise the distribution of documents to internal and external stakeholders ensuring timely and accurate dissemination of critical information.
• Ensure all documentation strictly adheres to organisational policies industry standards and regulatory requirements upholding consistency in document formats and templates.
• Oversee the implementation and regulation access rights to safeguard sensitive information ensuring only authorised personnel have appropriate access.
• Lead and enhance communication with team members stakeholders and vendors to streamline document exchanges and updates.
• Coordinate and improve the document review and approval processes ensuring efficient and timely revisions and endorsements from relevant stakeholders.
• Oversee the management and enhancement records of document history including revisions approvals and distribution logs crucial for audits and future references.
• Monitor reports on document status activities and compliance to support project management and strategic decision-making.
• Identify and implement opportunities to improve document management processes and systems ensuring they remain effective and evolve with project needs.
• Lead the prioritisation of tasks to meet deadlines and manage document flow across various project phases efficiently.
• Manage complex issues related to document management implementing solutions quickly and effectively.
• Provide guidance and support to team members fostering a collaborative and efficient team environment.
• Perform additional tasks activities or other duties as may be required or assigned as part of the role.

Experience Skills and Qualifications

• 10 years experience in document control and a proven track record of leading project document control activities in high value rail projects or projects of a similar scale / complexity.
• 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.

Qualifications :

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.
• Extensive 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.
• Strong team leadership skills with an ability to influence to drive effective design decision making and effectively balance people and processes.

Formal Education Qualifications

Advantageous however not mandatory for this role:  

• Minimum Level 8 degree (or equivalent) in relevant subject area e.g. Project Management Business Administration etc.   

Practicing / Training / Compliance Certification

Advantageous however not mandatory for this role:

• Project Management Professional (PMP)
• Certified Document Controller (CDC)

Additional Information :

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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Remote Work :

No

Employment Type :

Full-time