About Kinsmen Group

From our locations in the U.S. and U.K., we help companies transform how they use data. Since 2015, Kinsmen Group has been working to simplify the complexities of information management through a service-oriented approach. As an independent firm, we are agile and flexible in this approach and open to finding one-of-a-kind solutions for our clients. We are passionate about what we do and take pride in our work. And above all, we are a people-first company and believe in inclusion, teamwork, integrity, and respect.

We fully embrace and model our core values in everything we do:

HAVE INTEGRITY

We conduct business with honesty and reliability. We apply our core values through our decisions and actions. We do the right thing, always.

PURSUE EXCELLENCE

We never take shortcuts on quality. We realize that our customers come to us by choice, and we secure their satisfaction by responding to their needs and delivering superior business results through excellent performance – dependably and on time.

ARE UNITED

We work collaboratively towards a common goal. We support each other to combine individual strengths that enhance team performance. We communicate effectively and create an atmosphere of trust.

STRIVE TO INNOVATE

We apply innovative thinking and pragmatism to deliver best in class solutions.

BELIEVE PEOPLE MATTER

We put people first, that includes everyone. Every person will be treated with respect, no matter the circumstance. We understand that people are at the core of our success.

HAVE PASSION AND PRIDE

We take pride in our brand, and in the outcome of our work. We do all things with passion, because we enjoy what we do and we believe our work delivers real value.

About the role

• The Document Control Lead oversees the Document Control team and maintains the integrity and accessibility of our client’s documentation and systems. The role involves significant interaction with customers to ensure their documentation and EDMS training needs are met efficiently and effectively. 

What you'll do

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

• Team Leadership: Manage and mentor a team of document controllers, providing guidance and support. 
• Account Management Support: Managing client accounts and satisfaction, providing proposal estimates, and seeking out cross-selling opportunities. 
• Relationship Building: Develop and maintain strong relationships with customers, understand their needs, and ensure high levels of customer satisfaction. 
• Customer Engagement: Serve as the primary point of contact for customers regarding document control issues, ensuring timely and accurate responses to their inquiries. 
• Project Coordination: Collaborate with engineers, architects, and other stakeholders to understand project requirements and deadlines. 
• System Coordination: Oversee and coordinate the use of document management systems and related software by the company and program. 
• EDMS Implementation Support: Assist in implementing and supporting Electronic Document Management Systems (EDMS) for customers. 
• Document Management: Maintain and manage all customer-related documents, ensuring they are up-to-date, accurate, and easily accessible. 
• Process Turnover Documentation: Prepare and manage process turnover documentation to ensure smooth transitions and continuity of operations. 
• Process Improvement: Identify and implement improvements to document control processes and systems. 
• Standard Operating Procedure Management: Creating detailed, step-by-step instructions for various processes. Regularly reviewing and updating existing SOPs to ensure they remain current and effective. 
• Compliance: Ensure all documents comply with company policies, industry standards, and regulatory requirements. Stay updated on relevant regulations and standards and implement necessary changes to document control processes. Conduct regular compliance audits to ensure adherence to internal and external requirements. Develop and maintain compliance documentation and records. Provide guidance and training to staff and customers on compliance-related issues. 
• Version Control: Implement and manage version control processes to ensure the latest documents are available and obsolete versions are archived. 
• Training: Provide training and support for staff and customers on document control processes and systems.
• Audits: Prepare for and assist with internal and external audits related to document control. 
• Reporting: Generate regular reports on document status, compliance, and other relevant metrics. 

Qualifications

• Bachelor's degree in a related field or at least 15 years of experience in document control, with a proven track record of leading a team. 
• At least 7 years in a lead role, preferably in the construction or engineering industry. 
• Proficiency in document management software and office applications. 
• Strong organizational and multitasking abilities. 
• Excellent attention to detail and accuracy. 
• Good communication and interpersonal skills. 
• Ability to work independently and as part of a team. 
• Familiarity with industry-specific regulations and standards. 
• Proven ability to identify and implement process improvements. 
• Customer service experience and strong customer-facing skills. 
• Experience with EDMS implementation and support is a plus. 
• Proven ability to build and maintain strong relationships with customers and stakeholders. 
• In-depth knowledge of compliance requirements and the ability to ensure all documentation meets these standards. 

Kinsmen Group, LLC is an Equal Opportunity Employer.