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Position Overview:We are seeking a highly skilled and experienced individual to join our organization as a Global Document Management Repository Lead. As the Global Document Management Repository Lead, you will be responsible for overseeing the implementation, administration, and optimization of our organization’s client account document management system across multiple locations worldwide. You will collaborate with cross-functional teams to identify requirements, design solutions, and provide ongoing support to ensure efficient document management processes and compliance.Key Responsibilities:Document Management Repository Implementation:- Lead the implementation of a centralized document management repository system across the organization.
- Define project scope, objectives, and deliverables.
- Collaborate with stakeholders to gather requirements and ensure system alignment with business needs.
- Develop implementation plans, including timelines, resource allocation, and key milestones.
- Coordinate and oversee system configuration, testing, and user training.
- Ensure successful system migration from legacy platforms, where applicable.
System Administration and Support:- Manage the day-to-day administration of the document management system.
- Establish and enforce document management policies, procedures, and best practices.
- Provide ongoing support to end-users, addressing system issues, troubleshooting, and resolving user inquiries.
- Conduct regular system audits to ensure data integrity, system performance, and compliance with regulatory requirements.
- Monitor system usage and user adoption, identifying opportunities for improvement and efficiency.
Collaboration and Change Management:- Collaborate with cross-functional teams, including IT, Legal, Compliance, and Operations, to understand business requirements and align document management practices accordingly.
- Develop and deliver training programs to educate users on proper document management procedures and system functionality.
- Lead the change management efforts related to the adoption of the document management system, ensuring user buy-in and fostering a culture of continuous improvement.
System Optimization and Upgrades:- Stay current with industry trends, emerging technologies, and best practices in document management systems.
- Identify opportunities for system optimization, enhancements, and upgrades to support evolving business needs.
- Work closely with IT teams and vendors to evaluate and implement system upgrades and integrations, as required.
- Conduct system performance evaluations and implement strategies to optimize system efficiency and user experience.
Business as Usual Outcomes and Activities:- Ensure that all documents such as engineering specifications and designs, contracts, policies, procedures, standard operating procedures, process flow chart, and work instructions (including test procedures) are under configuration control and are available to all necessary personnel in the Client environment.
- Interface with other Client and JLL departments as necessary to ensure proper development, execution, and adjustment of records management program policies and tools.
- Manage legal/audit holds of Client records, as required by the Client.
- Operate and maintain a document management system for the effective updating/removal of any obsolete documentation.
- Documentation support and maintenance of HSBC documentation (physical and electronic) related to facilities operations, capital projects, and audits, including, but not limited to:
- Engineering and project drawings management and support
- Specifications management and support
- Operational document management and support
- Capital project document management and support.
- Digitisation support
- Project Management, Capital Management, Property Asset Management and Corporate Real Estate Services
- Building Information Modelling documents
- Contract documentation management and support
- Facility required licenses and certifications.
Qualifications:- Proven experience as a system administrator or lead role in implementing and supporting document management systems at a global scale.
- Strong technical proficiency and expertise in document management systems, such as SharePoint, OpenText, or similar platforms.
- Excellent project management skills, with the ability to effectively manage multiple priorities and deadlines.
- Solid understanding of document management workflows, information governance, compliance frameworks, and data security.
- Familiarity with document imaging technologies and concepts.
- Experience in change management and end-user training.
- Strong analytical and problem-solving abilities.
- Exceptional communication and interpersonal skills, with the ability to collaborate across various teams and stakeholders.
- Detail-oriented, with a commitment to accuracy and quality.
Location:
Remote –Bengaluru, KA
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
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