Document Management Specialist

Job Description:

We are seeking an experienced Document Management Specialist to join our team. As a key member of our organization, you will be responsible for reviewing and coordinating updates to project document control management plans and procedures, ensuring consistent application throughout the entire project lifecycle.

The successful candidate will have extensive experience using InEight Document (TeamBinder) within large-scale projects over five or more years. They will also have a strong background in document control roles spanning 5-10+ years with proven ability to manage high volumes of technical documentation.

The ideal candidate will possess proficiency in administering digital platforms such as MS Teams, SharePoint, Content Manager, or similar systems for document storage and workflow management. They will also have excellent interpersonal skills enabling them to provide clear guidance during training sessions while supporting colleagues across diverse teams.

• Review and coordinate updates to Project Document Control Management Plans and procedures
• Support all users in document management processes by providing guidance to ensure compliance, efficiency, and timely capture of documents and communications
• Continuously assess solutions for document and information management activities, offering assistance to your team in driving ongoing improvements
• Ensure all documents and information provided to the project team are securely stored, accurately tracked, and responded to by relevant internal and external parties as per established plans and contractual timeframes
• Facilitate regular training sessions for project team members on document control procedures and effective use of TeamBinder
• Coordinate complex review and approval processes for all program or package-related documentation, ensuring thoroughness and compliance at every stage
• Develop and maintain workflows within the Document Management System to streamline operations and enhance accessibility
• Oversee the administration and transfer of project data sources such as InEight Document (TeamBinder), MS Teams, SharePoint, and Content Manager
• Assist in preparing complex correspondence, reports, audits, submissions, document/drawing number requests, and other official documents in line with departmental standards
• Conduct quality checks on submitted documentation packages to ensure alignment with Document Control Management Plans and best practices

About You:

• Demonstrated experience using InEight Document (TeamBinder) within large-scale projects over five or more years
• Extensive background in document control roles spanning 5-10+ years with proven ability to manage high volumes of technical documentation
• Familiarity with major project environments where adherence to strict regulatory standards is required
• Proficiency in administering digital platforms such as MS Teams, SharePoint, Content Manager, or similar systems for document storage and workflow management
• Strong interpersonal skills enabling you to provide clear guidance during training sessions while supporting colleagues across diverse teams
• Meticulous attention to detail when reviewing documentation for compliance with internal policies and contractual obligations
• Capacity to coordinate complex review processes involving multiple stakeholders both internally and externally
• Experience preparing detailed reports, correspondence, audit materials, submissions, or numbering requests according to departmental protocols
• Commitment to continuous improvement by identifying opportunities within existing systems such as InEight Administration configuration allowances
• Ability to contribute positively within a collaborative team environment by sharing knowledge openly and supporting process enhancements