Document Controls Manager London, England
Job description
ABOUT ZENOBE
Our goal is to make clean power accessible, to accelerate the shift to zero carbon power and transport.
We’re building and operating the world’s most sophisticated battery systems to enable the take up of more renewable power, electrifying fleets for cleaner air, repurposing electric vehicle batteries for clean portable power and creating proprietary software and data analysis to optimise operational performance for our customers.
Today we have 425 MW of operational and under construction grid scale battery capacity and are the largest owner and operator of EV buses in the UK, Australia and New Zealand. Zenobe is expanding into other markets such as the USA. In our first five years we have raised nearly £1billion in funding and our rapidly growing company is looking for highly talented and motivated people to join us.
THE OPPORTUNITY
We are seeking a Document Controller to join the newly created PMO team, reporting to the Head of PMO. The role will provide dedicated Document Management support to Network Infrastructure (NI) projects, implementing and managing document management best practice, in line with wider business standards. This will be a pivotal role for NI projects that has the unique opportunity to bridge interfaces across internal teams and external suppliers and clients. This role will facilitate the creation of a new document management standard for NI projects.
A TASTE OF THE DAY TO DAY
- Document Management Plan: Implement and manage a document management plan for NI projects, aligning with the wider business document management strategy. Identify all documentation required for projects, all stakeholders involved and the approval requirements for specific files.
- File Structure: Implement and manage a standard document management file structure for the NI projects with controlled governance, document meta data, approval status and action tracking.
- Stakeholder Management: Respond to enquiries from team members and provide advice where required. Work with external stakeholders to build relationships and collaborate on document management best practice. Advocate a consistent approach to document management across all teams and ensure appropriate communication is shared. Act as the main point of contact for all document queries and requests.
- Document Status & Actions Tracking: Implement and manage a document review and approval workflow for documents that require formal approval. Capture approval status and action tracking, following up on outstanding actions to manage expectations for completion timescales. Flag risk of delay to all relevant stakeholders.
- Project Meetings: Be present in project meetings where required, maintaining knowledge of internal and client project developments, and providing visibility of document status.
- Requests for Information (RFI) & Technical Queries (TQ): Facilitate requests for information and technical queries requests, engaging with the relevant stakeholders across the team and responding in a timely manner with the necessary information.
- Permission Control: Identify document stakeholders and their document access requirements. Ensure all have the relevant permissions assigned in the document file structure. Respond to ad-hoc requests from users to add or update user accounts.
- Compliance Audits: Undertake regular compliance audits with regards to file naming, file storage locations, user access and provide reports to the stakeholders.
- Document Management Standards: Maintain an in-depth knowledge of the relevant legislation, regulations/practices within the document management discipline (ISO19650).
- Reporting: Produce reports to provide visibility of document approval and action. Provide ad-hoc reports and information on system usage, compliance and assist with ad-hoc requests relating to user activity.
- Archiving: Create an archiving policy and file structure to retain historic documentation and audit trail.
- Training & Support: Undertake training sessions for stakeholders to guide on the document file structure and control protocols. Develop and maintain user guides.
WHAT WE’RE LOOKING FOR
We realise that certain groups of people are less likely to apply for a role if they don’t meet 100% of the job requirements. To be absolutely clear: if you like the look of this job and think you could do it well, we encourage you to apply with a CV that highlights your transferable skills and experience. Above all, Zenobē is looking for collaborative, flexible, empathetic people who are interested in creating and promoting practical routes to a zero carbon world.
- Advanced user in MS SharePoint.
- Experience in a project delivery construction environment.
- Advanced MS Office skills.
- Strong analytical and problem-solving capabilities, with attention to detail.
- Experience of reporting and data visualisation principles (Excel and/or Power BI).
- Exceptional self-motivation and organizational skills, with the ability to handle multiple tasks simultaneously.
- Excellent communication skills, managing expectations of multiple stakeholders.
- Ability to thrive in a fast-paced and dynamic environment, managing changing priorities effectively.
WORKING AT ZENOBE
We’re passionate about sustainability and are proud to offer Team Zenobē a pioneering and collaborative working environment. We encourage our people to take ownership of their career progression and celebrate those that can think outside the box.
If you’d like to join our community of likeminded people hit the apply button now, we’d love to hear from you!
WHAT WE OFFER
Charge your career at Zenobē and receive
- Up to 20% annual bonus for being awesome
- 25 days holiday, plus bank holidays
- Private Medical Insurance, for you and the family
- £1500 training budget per year, to ensure you grow as we do
- EV Salary Sacrifice Scheme
- Pension scheme, up to 8% matched contributions
- Enhanced parental leave
- Cash back health plan
- Plus more
Lots of our people work flexibly in many different ways, including part-time, flexitime and hybrid working. We can’t promise to give you exactly what you want, but please talk to us about the flexibility you need and let’s see how we can make it work.
OUR APPROACH TO DIVERSITY AND INCLUSION
Our people are our strongest asset and the key determinant of our success, and we value a range of skillsets and perspectives. As an equal opportunity employer, we do not discriminate on the basis of any protected attribute. We work to provide equal opportunities and an inclusive work environment, where everyone is fairly treated in the application process and through their career at Zenobē. If there are any adjustments that would help improve your experience with Zenobē, please let us know when you apply.
