Document Management Specialist

4 days ago


Singapur, Singapore JLL Full time

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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