Document Management Team leader

Document Management Team leader

Royal HaskoningDHV is seeking a Document Management Team Leader to lead and manage the company’s Project support team. This role places a strong emphasis on leadership and management of administrative and support staff, collaboration with other senior support staff, embracing digital ways of working, and effective document and information management.

Main Responsibilities:

Document and Information Management

• Act as primary contact and custodian of document and information management ways of working in the company.
• Lead support team to adopt correct document management practices in each advisory group
• Ensure compliance to standards within the support team and where appropriate, in other groups that require regular involvement from support team.
• Ensure implementation of document reporting requirements for projects of various sizes and complexity.
• Promote good work practices within the Document Control team and on the project.
• Provide advice to the project on ways to work smarter and more efficiently.

Team Coordination and management

• Lead and manage the support team(approximately 6 team members) to ensure capacity optimization and consistency in quality of support delivered to the business.
• Manage the assignment of work, tasks and responsibilities to others.
• Allocate and prioritise Document Control activities and workload of team to ensure project requirements are met.
• Train, supervise and mentor team members to ensure quality output and adherence to quality standards and ways of working.
• Assign tasks to administration team based on business demands.
• Drive performance management and standardization of quality deliverables
• Ensure staff are efficient and productive to meet business expectations.

Administrative Support

Administrative support to the Technology and Operations management team (approximately 3-4 managers).

Minimum Qualifications, Skills, and Experience:

• Tertiary School graduate or equivalent, with relevant experience in an area of specialisation.
• Ideally, relevant experience in an engineering / construction office.
• Ideally, relevant qualification in information management/ document management.
• Advanced working knowledge of Document Control processes and procedures in an engineering or construction environment
• Ideally,10 years + relevant experience
• Relevant supervisory experience, ideally 3+ years
• Advanced proficiency in MS Office productivity tools (MS Office, Excel, PowerPoint, Outlook).

Behavioral Competencies:

• Ability to work autonomously. Pro-active, goal and results focused with excellent attention to detail.
• Highly developed organisational, attention to detail and coordination skills.
• Able to make difficult decisions and manage others in changing project conditions.
• Able to work on multiple projects of various size and complexity and oversee work distribution, assignment and completion of tasks within home office and GID office.
• Able to guide and direct projects with all Document Control related activities, including system, tools and processes.
• Achieves results set by self and others, meets timelines, pushes self and others to achieve stretch goals and demonstrates enthusiasm, persistence, resilience and tenacity. Breaks down work into executable tasks for team.
• Excellent management skills including the ability to plan, set goals and manage time, priorities, resources, accountabilities, schedule and cost.
• Seasoned ability to inform and persuade on complex matters comes from recognition as subject matter expert. Utilized on the most complex, confidential and difficult problems.
• Builds appropriate, constructive, and effective business relationships throughout the organisation; uses diplomacy and tact; is approachable; communicates clearly, accurately, and consistently both verbally and in written matters. Employs the principles of active listening and encourages feedback from others.
• Excellent verbal and written communications skills, including the ability to convey information and ideas to others and groups, and make presentations when required
• Exceptional communication skills, both written and oral in English.
• Demonstrated maturity, discretion, and integrity in handling confidential information.
• Outstanding interpersonal skills with the ability to interact effectively with a wide range of internal and external contacts.
• Capacity to handle complexity, prioritize, multitask, and manage diverse situations with tact and diplomacy.
• Proven ability to work effectively in a team-oriented, multicultural environment and contribute as an effective team member.
• Resourcefulness in problem-solving and a willingness to go the extra mile.
• Strong influencing, team-building, collaboration, and mentoring skills for support staff.

In line with our Employment Equity policy, preference will be given to applicants from designated groups and suitable internal candidates.