Document Management Manager

Project implementation (30%):

• Based on an analysis of the project requirements and constraints, you support the project in the implementation/configuration of BESIX supported Document Management tools (Bricsys, Aconex, …);
• At the end of projects, you support the execution team on the building site by organizing the demobilization and the archiving. You support the collection of “As-built” deliverables and supervise the extract of electronic files from eDMS required by any third party;
• You create and manage the support contract with the project as well as the regular invoicing.

Continuous improvement (30%):

• You create and maintain DMS templates in accordance with the related BESIX IMs procedures (setting-up of the applicable codification, of the document approval and transmittal workflows,…);
• You organize Document Management peer review meetings with the Document Manager and the project team to discuss potential improvements and to share best practices in the field;
• You support actively the further improvements of eDMS tools developments within business workshops and you participate in the coordination of the developments by the software suppliers.

Coaching - training (30%) :

• You give training sessions to the Project Document Officer and secretary about the use of the document management tool;
• You give public presentations/demos of the BESIX document management tool to users on building sites (internal users, client and approvers, subcontractors …);
• All along the project, you are responsible for users support, processes watch and support, you coordinate the resolution of IT related issues.

Market watch (10%):

• You are main contact with the preferred eDMS vendors : Bricsys and Aconex;
• You manage the framework agreement with the preferred vendors : invoicing, check and improve the contractual clauses, verify the contractual volumes vs consumed on projects;
• You assess regularly the market tools and provide/maintain a tradeoff matrix to the management.

Requirements

• You have a Bachelor’s Degree, preferably in Document Management, Information Sciences or equivalent by experience;
• You have proven experience as Document Controller or Lead Document Controller in construction;
• You have experience with several Document Management tools in construction;
• You have good knowledge of standard applications (Word, Excel, PowerPoint, SharePoint);
• You have very good knowledge of English; proficient knowledge of Dutch and French;
• You are willing to travel abroad for short missions (+/- 1 week duration).

Your competencies :

• You get yourself involved in the global understanding of any Project, which requested your support;
• You work proactively by suggesting possible improvements and measurements to solve encountered problems concerning Document Management and the used electronic tool;
• You give pieces of advice and recommendations to Project Managers and Technical Directors pertaining to Document Management;
• You are empathic : you listen to and understands the issues of the stakeholders and transform them in opportunities for improvement;
• You are autonomous and rigorous;
• You have good organizational skills;
• You are able to perform several tasks at the same time, to identify priorities and urgent matters;
• You are used to work in multicultural teams and in an international environment;
• You are dynamic and flexible;
• You are able to analyze problems and suggest appropriate solutions.