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Document Management Specialist

2 maanden geleden


Amsterdam, Noord-Holland, Nederland Mace Voltijd

At Mace, our mission is to push the limits of what is possible. We are committed to creating environments that are responsible and have a transformative effect on our people, communities, and societies worldwide. To discover more about our mission, culture, and priorities, please visit our website.

Within our consultancy division, we leverage our distinctive blend of cutting-edge practical knowledge and project delivery expertise to unlock the potential of every initiative.

The Project:

Engaging in a significant infrastructure endeavor, you will be part of a team overseeing the documentation process for a complex project. Effective controls for Engineering, Delivery, Commercial, Contract, and Contractor Administration are crucial client requirements, and the document control team plays a vital role in fulfilling these objectives. This position is based in the Netherlands.

Our core values guide our consulting approach and define the individuals we seek to accompany us on our journey:

Safety first - Ensuring everyone returns home safe and sound. Client focus - Delivering on our commitments. Integrity - Always acting ethically. Create opportunity - Empowering our people to excel.

You will provide comprehensive, effective, and timely support for the project's Administration and Document Control Process through the project's control / EDMS system (Aconex) / SharePoint. The document controller is responsible for managing the registration, receipt, distribution, and issuance of all contractual documentation, along with the issuance and registration of all formal project documents. This typically includes ensuring compliance with document control standards, maintaining a record of document status, collaborating with project members, and following up on outstanding information. You will work within a team and coordinate with the Design Team, Delivery Team, Commercial, Project Managers, and Contractor's Document Control regarding the production and issuance of project documentation throughout the project lifecycle in accordance with established protocols.
Support the supply chain in adhering to information processes while building an understanding of the tools utilized on the project. Stay informed about current methodologies and tools for managing data and information related to the project. Grasp the fundamentals of project processes, from design to handover.

Responsibilities:

Effectively and efficiently follow IM processes and adhere to standards (including ISO19650) for client-facing projects and programs. Contribute to ensuring the project/programme IM function operates effectively, allowing project personnel to access necessary information. Support and guide project/programme colleagues in IM practices and processes. Ensure assurance and quality control of documents and artifacts submitted and stored. Assist in the setup, implementation, and development of the Common Data Environment (CDE). Contribute to the global Digital Centre of Excellence, including the body of knowledge, processes, and case studies. Coordinate activities to ensure management and successful execution of projects/programmes. Manage work activities to achieve agreed objectives and provide performance management, development, and coaching. Collaborate towards the common goal of net zero carbon transition and share responsibility for proactively identifying and managing associated carbon emissions and reductions during project delivery.

Qualifications:

Proficient IT skills, including Microsoft Office - Excel, Word, Outlook, and Adobe Acrobat / Nitro Pro. Familiarity with document control systems (EDMS), with Aconex being advantageous. Some experience in Information Management from one or more projects and programs. Strong written and verbal communication skills, accustomed to working with diverse stakeholders. Organized, disciplined, and methodical. Effective team player, capable of assisting and training others. Ability to work independently.

Additional Skills:

Technical qualifications and certifications such as APM IM, Assoc of Information Managers, or equivalent. Subject matter expertise in key IM software, including Aconex, Viewpoint, Business Collaborator, etc. Knowledge of ISO 19650 series, UK BIM Framework, and CDE management. Experience working in an international context, either remotely or outside the UK. Familiarity with information architecture, naming, numbering, and filing conventions.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. We encourage applications from individuals who may not meet all criteria, as you may still be the ideal candidate for this role or another position within our organization.

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