Job Description

JLL empowers you to shape a brighter way.Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate, skilled trades or technology, or youre looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.We are seeking a highly skilled and experienced individual to join our organization as a Global Document Management System Lead. As the Global Document Management System Lead, you will be responsible for overseeing the implementation, administration, and optimization of our organization's document management systems 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.Responsibilities:Document Management System Implementation:

• 5+ Years of experience in document management
• Lead the implementation of a centralized document management 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.
• 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 Client 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.

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.

Qualifications:

• Bachelor's degree in any related field.
• 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.

If you are an experienced professional with a passion for implementing efficient document management systems in a global context, we encourage you to apply for the role of Global Document Management System Lead. Join our team and contribute to streamlining our organization's document management practices on a global scale.Top of FormLocation:Remote Bengaluru, KAScheduled Weekly Hours: 40If this job description resonates with you, we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!JLL Privacy NoticeJones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLLs recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.For more information about how JLL processes your personal data, please view our .For additional details please see our career site pages for each country.For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy .Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process including the online application and/or overall selection process you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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