FM Document Management Specialist

Role Purpose

The Document Management Specialist will be the linchpin in the control, issuance, and maintenance of all Facilities Management documentation. This role requires meticulous attention to detail, a comprehensive understanding of document control systems, and an unwavering commitment to the integrity and confidentiality of the documentation process.

KEY ACCOUNTABILITIES & ACTIVITIES

Key Responsibilities

• Develop, implement, and oversee a comprehensive document management system that ensures quick retrieval, systematic storage, and secure access to all FM documents.

• Establish and maintain a process for document lifecycle management, including creation, review, revision, and archiving, to support FM operations.

• Train and support FM staff in document management practices, ensuring adherence to organizational standards and enhancing document accessibility.

• Conduct periodic audits of FM documentation to ensure accuracy, completeness, and compliance with legal and regulatory requirements.

• Enforce strict confidentiality protocols to manage sensitive FM documents, ensuring that access is controlled and that all information is handled in compliance with privacy laws and corporate policies.

• Develop and oversee a secure document storage system that protects sensitive information from unauthorized access or breaches.

KEY RESULT AREAS (KRA’s)Document Control and Integrity:

• Maintain the highest standards of document integrity and ensure that all FM documentation is up-to-date, accurate, and accessible.

• Execute regular document audits to uphold compliance and identify areas for process improvement.

Efficient Document Management:

• Achieve operational excellence in document management through the implementation of efficient systems and processes that support quick information retrieval and effective document flow.

Compliance and Best Practices:

• Ensure that all document management activities are in full compliance with relevant legal and regulatory standards.

• Promote and train in best practices in document management to foster a culture of continuous improvement and adherence to quality standards.

Training and Support:

• Provide comprehensive training programs and ongoing support for FM staff, enhancing their competencies in document management and system utilization.

Confidentiality and Information Security:

• Implement and monitor robust security measures to protect confidential and sensitive FM documents, ensuring that all information is kept secure.

• Regularly review and update confidentiality practices to address new security challenges and to comply with evolving legal requirements.

BACKGROUND, SKILLS & QUALIFICATIONS

Knowledge, Skills and Experience

• A minimum of 8 years of professional experience in a document management role, with at least 3 years in a supervisory capacity within a facilities management or similar operational setting.

• Extensive knowledge of document management principles, methodologies, and practices tailored for facilities management.

• Proficiency in utilizing Document Management Systems (DMS) and understanding of information governance standards.

• Experience in handling confidential and sensitive information with the ability to enforce strict data privacy policies.

• Skilled in data organization, categorization, and archiving, with a keen eye for detail and accuracy.

• Strong problem-solving skills and the ability to implement process improvements in document handling.

• Excellent communication skills, both verbal and written, required for training and guiding staff in document control procedures.

• Adept at multi-tasking and prioritizing work in a dynamic environment to meet deadlines and manage simultaneous projects.

• Demonstrated experience in developing and maintaining document management systems, including electronic and paper records.

• Familiarity with compliance and regulatory requirements relevant to document control and records management.

Qualifications

• A Bachelor’s degree in Information Management, Library Sciences, Business Administration, or a related field.