Document Control Manager

As an international player in construction engineering and mobility services, Egis offers a unique global opportunity, combining consulting, engineering, and infrastructure operations.

Our capacity for innovation allows us to respond to the challenges of the climate and digital world, offering solutions and recognised expertise in the transport and mobility, sustainable cities, building, water, environment, and energy sectors.

The Egis Group has more than 50 years of experience, presence in 75 countries, and 18,000 employees around the world.

Egis Transport Solutions (ETS), a business unit of the Egis Group, bringing together all the necessary expertise for guided urban transport and heavy rail systems.  Our business provides a full range of consultancy services from initial project feasibility to delivery, commissioning and close out.  We deliver design and resource solutions to our wide range of clients ensuring safe and successful delivery.

We are seeking a highly organized and detail-oriented Document Control Manager to join our team. The successful candidate will be responsible for managing and overseeing document control process to ensure that all client documents are accurate, up-to-date, and compliant with industry standards and regulations. They should also understand how to manage and control SharePoint power automate workflows.

The successful candidate will play an integral role in the development of our information management services, alongside delivering success for our clients.

As a Document Control Manager, you will manage client and stakeholders document control activity, implement and control policies & procedures to capture, store, protect, share, distribute and manage project information.

 Key Responsibilities:

• Promoting the importance of good document and records management, act as subject matter expert, and support by providing training in document management procedures
• Acting as the administrator of company/client EDMS environments, including the configuration of templates and data sources
• Creating and deactivating EDMS users
• Controlling and updating of EDMS permission groups
• Interacting directly with project teams to gather, document and implement requirements for EDMS.
• Develop workflows/rules for engineering applications to suit project processes and business requirements for collaboration and work sharing.
• Monitoring and maintaining the system performance of EDMS, support and provide fixes on applications.
• Maintaining technical support documentation.
• Ensuring that all documentation within assigned project or programme areas is managed by programme staff according to the relevant programmes’ procedures and work instructions.
• Working with programme and project management teams to achieve and maintain the quality of the document control system using effective and systematic monitoring and training to prevent problems occurring.
• Performing internal compliance audits in configuration and document management and control preparing regular reports to identify improvements to document control system
• Working with document owners to ensure compliance with standards set to protect and preserve electronic and hard copy records across projects for legal, fiscal, commercial, operational, or historical reasons.
• Providing administrator services to programme staff associated with controlling, standardising, and managing user requests for the creation of folders, management, and maintenance of access permissions.
• Guiding and assisting project teams to meet time and quality standards for document management tasks associated with getting documents ready and approved as each project goes through the lifecycle process.
• Liaise with and distribute project related information with all levels of the project team and potentially external parties.
• Use client-based document control systems for issuing and receiving documents and transferring these to parent company systems as required.
• Reviewing and maintaining the accuracy of project data, editing as required to ensure it is up to date/correct.
• Maintaining confidentiality around sensitive documentation.
• Undertaking such other duties as the organisation may reasonably require.

Who you will work with:

External

Clients and other stakeholders

Construction teams

Multi-disciplinary project team

Suppliers

Designers

Internal

Project team

Egis UK consulting business

Head office functions

Essential:

• Proficient in EDMS systems such as ProjectWise, eB, Aconex, ASITE and SharePoint workflows /power automate.
• Listening and communication skills
• Ability to prioritise, manage time well and troubleshoot.
• Strong interpersonal, communication and customer service skills
• Computer literate and well versed in Microsoft office.
• High level of proactivity
• Good attention to detail

• HNC/NVQ Information management or
• HNC/NVQ Administration or
• Similar demonstrable experience

Diversity & Inclusion:

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one’s contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.