Senior Document Management Specialist

Purpose

• As Senior Document Management Specialist, you are responsible for the governance of the document management scope across all locations and product lines. You develop and maintain the processes and tools related to the document management activities to enable the Company to meet its strategic objectives. You lead DMS transformation initiatives, including implementation, migration, and optimization of new document management systems to enhance data governance, workflow efficiency, and user adoption across EPC projects

Responsibilities

• In your role, you develop and maintain the Global Enterprise Management Systems (GEMS), as well as the standards, best practices and system usage procedures. You promote their compliance throughout the locations, and ensure consistency in the execution of the document management scopes across product lines and project phases.
• You periodically conduct needs assessment and collect lessons learned to identify and capture document management requirements of projects, departments and/or end users. Based on the analysis of the needs, you recommend and document improvements for the content management system process and tools.
• You assist in the assessment, acquisition, deployment, or interfacing of new or established document management systems. You write, review or execute plans to test them. You collect, analyze, interpret or disseminate system performance data. You prepare support documentation and training materials for the end users, and deliver trainings whenever required.
• You manage complexity and provide strong technical support and guidance within the Company and to external stakeholders.
• You embody Company's values and contribute in achieving a competitive advantage while preventing risks to our personnel, assets, the environment or Company performance and reputation.
• You Adopt a data-centric approach to Document Control, ensuring structured, standardized, and metadata-driven management of documents to enable traceability, accessibility, and data integrity across the project lifecycle
• You Drive continuous improvement initiatives within Document Control systems by identifying inefficiencies, proposing standardized solutions, and enhancing workflows to improve data quality, compliance, and operational efficiency.
• You deliver training and capability building for Document Controllers on new DMS platforms, while defining, documenting, and standardizing associated processes to ensure consistent adoption, compliance, and efficient system utilization.

Education

• Bachelor's degree in information management, library science, records management, or a related field is required. Certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are highly recommended. Proficiency in document management systems (DMS), records management, and information governance is essential.

Experience

• 10 years' working experience.
• Good understanding & high appetite in data/information/document management & wide range of DMS systems/tools.
• Experience with Omega 365 EDMS is highly desirable
• Knowledge of CFIHOS is an added advantage

Functional Competencies

ComplianceAnalytics and reportingDigital savvyBusiness AcumenData collection and entryData ManagementData Modelling and treatmentDocument Management