Associate - Document Management

Associate - Document Management is responsible for leading, developing, and continuously improving the Document Management team across the PMCM India offices. The role ensures that team members are effectively utilised, aligned with project priorities, and consistently delivering high‑quality, timely, and compliant documentation outputs.

This position oversees end‑to‑end information management processes for drawings and documents assigned by the UK Document Control team, ensuring adherence to project‑specific procedures, quality standards, and industry best practices. The Team Leader drives operational excellence through proactive workload planning, performance management, coaching, and process optimisation.

The role also collaborates closely with Project Managers, Engineering teams, and the UK Document Control function to maintain seamless information flow, standardisation, and continuous improvement across projects. It requires strong leadership, attention to detail, and expertise in document management platforms and workflows to uphold confidentiality, traceability, and compliance standards.

• Establish, refine, and govern Document Management processes across all PMCM India teams, ensuring consistency, compliance, and continuous improvement in line with UK Document Control standards.
• Coach, mentor, and develop Lead Document Controllers and Document Controllers, raising capability levels and promoting consistency across teams.
• Drive continuous improvement and innovation, including process optimisation, automation opportunities, and better utilisation of EDMS platforms.
• Plan resources, manage utilisation, and allocate workloads effectively across India-based teams to ensure operational continuity and balanced capacity.
• Track team progress, performance, workload, and KPIs, and communicate status updates and risks to Project Managers and the UK Document Control function.
• Monitor and audit process adherence, ensuring all project teams follow required procedures and proactively addressing gaps through coaching, corrective actions, and updated workflows.
• Support project information delivery planning by working closely with Project Managers, Engineering teams, and UK Document Control leads to ensure that required information is issued on time and meets quality expectations.
• Oversee and control information flows internally and externally, ensuring accuracy, traceability, and alignment with contractual and project-specific Document Management requirements.
• Ensure timely and accurate issue of drawings and documents, validating that all outputs meet Quality Assurance standards and established Document Management procedures.
• Supervise the receipt, validation, classification, and filing of electronic drawings and documents, ensuring systems are properly maintained and schedules (e.g., drawings received logs) are consistently updated.

• Lead and validate uploads to EDMS platforms (Aconex, ProjectWise, SharePoint, BIM 360, etc.), ensuring alignment with deliverable schedules and compliance with project governance.
• Maintain and govern the integrity of registers of incoming and outgoing information, ensuring accuracy, completeness, and audit readiness.
• Oversee and improve document review workflows, ensuring efficient routing, tracking, and closure of reviews while enabling teams to meet deadlines.
• Ensure rigorous quality checks on all documentation, validating compliance with procedures, templates, naming conventions, and metadata requirements.
• Ensure proper classification and filing of electronic correspondence and project information, maintaining QA compliance, traceability, and readiness for audits.
• Foster a culture of quality, accountability, collaboration, and service excellence, ensuring the team delivers reliable and high-value support to UK and internal project teams.

Key Competencies / Skills
• Expert-level proficiency in EDMS platforms (Aconex, ProjectWise, BIM 360, ACC, SharePoint, Asite) with strong knowledge of document control processes, QA standards, metadata management, and review workflows.
• Strong leadership capability with experience mentoring team members, managing utilisation, forecasting workloads, and fostering a culture of quality, accountability, and continuous improvement.
• Deep understanding of process governance and quality assurance, with the ability to enforce standards, conduct audits, and enhance document traceability, turnaround efficiency, and accuracy.
• Excellent communication and coordination skills, enabling effective collaboration with Project Managers, Engineering teams, UK Document Control, and external stakeholders for smooth information flow and timely deliverables.
• Strong analytical, organisational, and problem-solving skills, with the ability to anticipate issues, prioritise effectively, and optimise document workflows across multiple concurrent projects.
• High digital literacy, including advanced proficiency in MS Office and familiarity with reporting/analytics tools such as Power BI for performance tracking and decision support.

• Bachelor’s degree in Science, Engineering, Commerce, Arts, Computer Applications, or an equivalent discipline.
• Minimum 16+ years of relevant experience in Document Control, Information Management, or related project support functions, with significant experience in leading, directing, or managing teams.
• Strong hands-on experience with EDMS platforms such as Aconex, ProjectWise, eB, Asite, SharePoint, BIM 360, or similar systems.
• Advanced proficiency in MS Office, particularly Excel (data analysis, dashboards, tracking), along with strong capability in Word and PowerPoint.
• Experience working on UK-based or large-scale infrastructure/rail projects is advantageous.
• Desirable: Exposure to Power BI or similar analytics/reporting tools for performance monitoring and decision support.
• Professional qualifications and memberships such as Chartered Project Professional (ChPP), APM, IET, PMI, or other equivalent recognised professional bodies are preferred.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.

• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.