04/09/2025) Global Document Management Lead

Job Description

Document Management System Implementation

5+ Years of experience in document management

Lead the implementation of a centralized document management system across the organization.

Define project scope, objectives, and deliverables.

Collaborate with stakeholders to gather requirements and ensure system alignment with business needs.

Develop implementation plans, including timelines, resource allocation, and key milestones.

Coordinate and oversee system configuration, testing, and user training.

Ensure successful system migration from legacy platforms.

Ensure that all documents such as engineering specifications and designs, contracts, policies, procedures, standard operating procedures, process flow chart, and work instructions (including test procedures) are under configuration control and are available to all necessary personnel in the Client environment.

Interface with other Client and JLL departments as necessary to ensure proper development, execution, and adjustment of records management program policies and tools.

Manage legal/audit holds of Client records, as required by the Client.

Operate and maintain a document management system for the effective updating/removal of any obsolete documentation.

Documentation support and maintenance of Client documentation (physical and electronic) related to facilities operations, capital projects, and audits, including, but not limited to

Engineering and project drawings management and support

Specifications management and support

Operational document management and support

Capital project document management and support.

Digitisation support

Project Management, Capital Management, Property Asset Management and Corporate Real Estate Services

Building Information Modelling documents

Contract documentation management and support

Facility required licenses and certifications.

System Administration and Support

Manage the day-to-day administration of the document management system.

Establish and enforce document management policies, procedures, and best practices.

Provide ongoing support to end-users, addressing system issues, troubleshooting, and resolving user inquiries.

Conduct regular system audits to ensure data integrity, system performance, and compliance with regulatory requirements.

Monitor system usage and user adoption, identifying opportunities for improvement and efficiency.

Collaboration and Change Management

Collaborate with cross-functional teams, including IT, Legal, Compliance, and Operations, to understand business requirements and align document management practices accordingly.

Develop and deliver training programs to educate users on proper document management procedures and system functionality.

Lead the change management efforts related to the adoption of the document management system, ensuring user buy-in and fostering a culture of continuous improvement.

System Optimization and Upgrades

Stay current with industry trends, emerging technologies, and best practices in document management systems.

Identify opportunities for system optimization, enhancements, and upgrades to support evolving business needs.

Work closely with IT teams and vendors to evaluate and implement system upgrades and integrations, as required.

Conduct system performance evaluations and implement strategies to optimize system efficiency and user experience.

Qualifications

Bachelor's degree in any related field.

Proven experience as a system administrator or lead role in implementing and supporting document management systems at a global scale.

Strong technical proficiency and expertise in document management systems, such as SharePoint, OpenText, or similar platforms.

Excellent project management skills, with the ability to effectively manage multiple priorities and deadlines.

Solid understanding of document management workflows, information governance, compliance frameworks, and data security.

Familiarity with document imaging technologies and concepts.

Experience in change management and end-user training.

Strong analytical and problem-solving abilities.

Exceptional communication and interpersonal skills, with the ability to collaborate across various teams and stakeholders.

Detail-oriented, with a commitment to accuracy and quality.

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