Document Management Specialist
23 hours ago
The role of a Document Management Specialist at PSR Solutions is to ensure the efficient management and control of project documentation, supporting the seamless execution of complex fit out, engineering and infrastructure projects.
Duties and Responsibilities- Administration of document control and collaborative software environments, ensuring that all project information is up-to-date and accessible.
- Setting up projects within the EDMS using pre-defined templates, streamlining project workflows and improving collaboration among team members.
- Providing training and mentoring to new users on the document management systems and best practices, ensuring that all employees are equipped with the necessary skills to effectively manage project information.
- Daily spot checks of assigned projects to ensure project information is viable and usable, identifying and addressing any issues or discrepancies in a timely manner.
- Enforcing and re-enforcing the use of the EDMS throughout the business, promoting a culture of document management best practices and adherence to company policies and procedures.
- Extending and promoting the use of information management best practices at all times to suppliers, clients, and sub-contractors, through training and demonstration, ensuring that all stakeholders are aware of their roles and responsibilities in maintaining accurate and up-to-date project information.
- Supporting fellow staff members tasked with document control duties, providing guidance and assistance as needed to ensure that all projects are managed efficiently and effectively.
- Change control to ensure project information is managed in accordance with the business unit procedures, processes, and Project Specific DC Protocols document, maintaining accuracy and consistency across all projects.
- Maintaining hard copy and physical data where required for retention/disposition, adhering to company policies and regulatory requirements.
- QA checking all incoming documentation across all regional projects, verifying the accuracy and completeness of all project information.
- Setting up of projects, breaking inheritance, and adding additional modules (IMS, Procurement, Contracts), ensuring that all projects are properly configured and managed within the EDMS.
- Able to travel to and work on-site in a construction environment, including multiple sites, and adapt to changing circumstances and priorities.
- Knowledge of collaborative software, ideally Conject (BIW) or Viewpoint (4Projects), and experience in using such tools to manage project information and facilitate collaboration among team members.
- Proactive and enthusiastic individual with a genuine interest in information management within an engineering environment, committed to staying up-to-date with industry trends and best practices.
- Excellent computer skills, with good Microsoft Office (Word, Excel, and PowerPoint) at an intermediate level, and ability to learn new software applications quickly.
- Intermediate knowledge of Adobe Acrobat Pro (or other PDF software), and basic knowledge of SharePoint, Asite, Microsoft Visio, and Quality Assurance Systems.
- Flexible working hours to accommodate business needs and requirements, with ability to work independently and as part of a team.
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