Document Management Specialist
4 days ago
About the Role:
We are seeking a highly organized and detail-oriented Document Management Specialist to join our team at JLL. As a Document Management Specialist, you will play a critical role in ensuring the accuracy and control of project information, working closely with our Project Management team to maintain our Electronic Document Management System (EDMS).
Key Responsibilities:
- Collate and upload documents into centralized folder structures, adhering to established procedures.
- Verify the accuracy of documents, editing and correcting as necessary.
- Ensure that pre-established document control requirements are met throughout the project duration.
- Expedite the creation, review, signature approval, and release of internally produced documents.
- Enter data, receive, track, and control documents using the EDMS to register documents and maintain databases.
- Produce logs, transmittals, and other reports as required.
- Assist users in capturing and locating electronic information.
- Verify retention requirements, arrange hard copy filing, and long-term storage or handover documents to the Client representative.
- Review and update technical documents, such as manuals and workflows.
- Ensure all documents and files have the appropriate document management version control protocols in place.
- Utilize proprietary digital Document Management Systems as directed.
- Notify personnel of updated document versions and access instructions.
- Work with documents and records across various business lines, regions, countries, and sectors.
- File all documents as digital records.
- Create document templates as requested for future use.
- Retrieve files as requested by key stakeholders and clients.
- Manage the flow of documentation within the organization.
- Maintain confidentiality around sensitive information and terms of agreement.
Requirements:
- Basic understanding of construction and engineering project documentation, drawings, etc.
- Familiarity with project management would be viewed favorably.
- Knowledge and familiarity of Electronic Document Management Systems (EDMS).
- Proficient typing and editing skills.
- Data organization skills.
- Attention to detail.
- Ability to engage and work effectively with all levels of stakeholders, including senior executives.
- Strong analytical background with attention to detail.
- Strong organization skills with the ability to work on multiple tasks.
- Show proof of rigor and autonomy when working.
- Ability to work to meet deadlines, even when timeframes are demanding.
What We Offer:
- Competitive salary and benefits package.
- Opportunity to develop your strengths and enjoy a fulfilling career full of varied experiences.
- Entrepreneurial, inclusive culture where we succeed together – across the desk and around the globe.
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