Manager - Document Control - Dubai Holding Real Estate

Bachelor of Business Administration, MBA/PG Diploma in Business Mgmt

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Purpose:

The job holder will be responsible for efficient and organized management of Company's documents, records, and information while maintaining compliance and quality assurance of documents within the company. Additionally, the job holder will manage the projects related to documents systemization and automation.

Key Responsibilities:

• Lead the implementation of the new centralized Document Management Function in the company, driving strategic objectives and ensuring successful execution within the agreed budgets, quality and timelines.
• Manage the end-to-end Document Management System (DMS) project, including budget management, delivery timelines, and resource allocation ensuring that the DMS implementation aligns with the organization's strategic goals and enhances document control and information management capabilities.
• Manage the migration of documents from existing sources to the newly created DMS, ensuring data integrity and security.
• Collaborate with various departments to understand and address their specific document management requirements, ensuring that their needs are met.
• Co-ordinate closely with the IT department to design, develop, and integrate the DMS solution within the organization's infrastructure to ensure optimal system performance, data security, and user accessibility.
• Co-ordinate closely with the GRC department to ensure the company’s policies and procedures align with the DMS strategy.
• Develop a unified standard for document management across the company, including Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) related to document uploading, indexing, and retrieval of the newly designed system and procedures.
• Ensure that the new DMS is capable of accommodating all document types and is compatible with the requirements of each department.
• Explore opportunities for integrating the DMS with other organizational systems and applications to streamline workflows further by continuously assessing and optimizing DMS to improve efficiency, user experience, and system performance.
• Establish and maintain effective communication with stakeholders throughout the project, providing updates and addressing concerns while documenting project process, milestones, and results for future reference and audit purposes.
• Deliver comprehensive training sessions on the new DMS to departmental representatives, ensuring smooth adoption and usage.
• Manage SLAs and foster positive relationships between the newly established Document Management Function and various departments and stakeholders.
• Stay updated on industry trends, best practices, and emerging technologies to ensure the organization's document control processes remain current and effective.
• Manage all documents related to internal processes including physical archives, digital archives, distribution, and workflows.

Desired Candidate Profile:

• Bachelor’s degree in business administration, Information Management or related field; Master’s degree preferred.
• Certification in Document Control or Records Management - preferred
• Familiarity with compliance standards and quality assurance protocols related to document management.
• Min 4-6 years of experience with at least 2 years in a senior role working with a variety of document management systems/ document control/ records.
• Experience with document management systems (DMS), process automation, and systemization.
• Proficiency in document management and control software and systems; Project Management Tools, Ms. Office suite and data management.
• Strong attention to detail and organizational skills.
• Stakeholder collaboration.
• Quality Orientation.
• Record Management.
• Integrity and Data security.
• Process Improvements.
• Be able to adapt to new tools and systems.
• Strong analytical skills.
• Excellent communication skills, both written and verbal, to interact with teams across departments.
• Strong interpersonal skills.
• Ability to work independently and as part of a team.
• Regulatory Compliance.
• Problem-solving and decision-making skills, particularly in relation to document control challenges.
• Ability to implement and drive continuous improvement initiatives for document management practices.