We are looking for a Records Management Specialist to support in an operational role for the execution and day-to-day management of document control activities within the project. The role focuses on the correct implementation, maintenance, and compliance of document management processes and systems (e.g., Aconex), that ensures compliance with corporate standards and industry best practices.
You will support the development and ongoing maintenance of Document Management Procedures and guidelines, providing guidance on workflows and compliance requirements. Working closely with project, technical and non鈥憈echnical functions, as well as support teams, you will adhere to Corporate Guidelines and identify opportunities to improve contractor compliance, ensuring excellence in document control across all project phases
Core Responsibilities (amongst others):
- Support to follow the standard Document Management Procedure aligned with the Corporate Document Management Guidelines.
- Maintain and continuously improve records management procedures, guidelines, used on the project.
- Submit monthly reporting consolidating key data from the records management system.
- Provide additional administrative support to the Principal Record Management function and Project Controls Manager as needed.
- Demonstrate visible leadership in Safety, Health, and Environmental (SHE) performance.
- Establish and maintain document registers for all controlled documentation across the project.
- Execute document control activities in accordance with established procedures, standards, and project requirements.
- Upload, review, classify, distribute, and archive project documentation within Aconex.
- Ensure document accuracy, version control, metadata integrity, and traceability.
- Monitor document workflows to ensure timely reviews, approvals, and distributions.
- Support project teams by providing operational guidance on document control processes and system usage.
- Perform quality checks to ensure compliance with document numbering, naming conventions, and lifecycle rules.
- Maintain registers, logs, and reports related to document status and progress.
- Coordinate with internal and external stakeholders to resolve document-related issues.
- Support audits and compliance reviews by ensuring document records are complete and up to date.
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