Position Overview:

The Senior Information Management Executive will lead the information management team, ensuring efficient and compliant handling of all project-related information and documentation. This role requires strong implementation skills, excellent communication, proven leadership, and solid project management capabilities to drive consistency, accuracy, and innovation in document control and information systems. The Senior Executive will also champion the adoption of new IT systems, optimize data management processes, and mentor team members to deliver excellence across projects.

Key Responsibilities:

Leadership & Team Management:

Lead, mentor, and develop the Information Management Executives, fostering a high-performing and collaborative team culture.
Allocate and oversee workloads, ensuring deadlines and quality standards are consistently met.
Act as the key escalation point for information management and document control issues.
Provide training and guidance to ensure staff remain up to date with evolving systems and standards.

Information & Document Management:

Oversee configuration and management of Project Information Management Systems (PIMS) such as BIM 360, ACC and Open Text.
Ensure compliance with established protocols for document naming, numbering, versioning, and transmittal procedures.
Conduct regular audits to confirm adherence to standards, ensuring data integrity and quick retrieval of information.
Supervise preparation, distribution, and tracking of documents, drawings, reviews and transmittals for internal teams and external stakeholders.

Implementation & Systems Optimization:

Drive the adoption, testing, and rollout of new IT systems, including Microsoft 365 applications, Power BI dashboards, and customized project databases.
Optimize workflows across shared drives, cloud platforms, and media management systems to improve retrieval times and minimize errors.
Lead initiatives to improve data normalization, dashboard customization, and process efficiency.

Project Management:

Plan, monitor, and deliver information management initiatives within agreed timelines, budgets, and quality standards.
Coordinate with project managers, architects, engineers, and IT teams to align information management activities with broader project objectives.
Manage risks, track progress, and report on key milestones to senior leadership.
Apply recognized project management methodologies (e.g., Agile, PMI, PRINCE2) to ensure efficiency and accountability.

Stakeholder Collaboration & Communication:

Establish and enforce structured communication protocols across Microsoft Teams to enhance collaboration and project transparency.
Act as the primary liaison with engineers, clients, contractors, and sub-consultants for all document-related requirements.
Prepare professional correspondence, reports, and documentation for internal and external stakeholders in line with ISO standards.

Confidentiality & Compliance:

Implement and oversee strict confidentiality protocols for NDA-protected and sensitive project information.
Conduct staff training on data security, compliance requirements, and proper handling of confidential documentation.
Perform audits of both server- and cloud-based information management systems to ensure compliance and data integrity.

Training & Capacity Building:

Develop and deliver training programs on information management systems, protocols, and best practices.
Design induction programs for new hires, ensuring seamless onboarding and alignment with systems and standards across offices.
Drive continuous improvement initiatives by capturing feedback and implementing process enhancements.

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