Information Manager

Mace•Carolina, PR

About The Position

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site. Within our business we harness our unique combination of leading-edge practical expertise and project delivery to unlock the potential in every project. The Project: Mace North America is seeking a talented Information Manager for Life Science and industrial and manufacturing projects. In this pivotal role you’ll have the opportunity to work directly with clients delivering iconic major capital projects. Our values shape the way we consult, and define the people we want to join us on our journey, they are: Safety First - Going home safe and well Client Focus - Deliver on our promise Integrity - Always do the right thing Create Opportunity - For our people to excel The Information Manager will work with the site capital lead, Project Managers and Project Engineers across the site self-directed work teams and hub teams to support the delivery of operational and capital projects.

Requirements

Experience in change management, project delivery processes, vendor and construction turnover packages, CQV and or PQ/PV documentation administration.
6 plus years relevant experience, life science experience preferred.
Proficient in Microsoft Office suite.
Proficient in database management and pertinent EDMS/PMIS software.
Good verbal and written communication skills.
Good customer service skills.
Basic construction knowledge.
Ability to understand if an RFI makes sense and who it needs to flow to for a response.
Establish strong relationships with project members.
Ability to direct project members on following required processes.

Responsibilities

Develop and implement the document control playbook.
Distribution of documentation.
Maintaining and updating logs.
Chase and follow-up with pending requests.
Organizing E-folders.
Various document templates.
Regular audits.
Training and onboarding material.
Lesson learned documentation.
Documentation recovery plans.
Coordinating with project level document control support staff.
Training all staff on document control filing system (the playbook) as necessary.
Managing and update a document control system to ensure that general program administrative and individual project documents are properly recorded and maintained, requests for information (RFIs) are transmitted and responded to, and approvals or denial of approvals are recorded and communicated.
Completing a quality assurance (QA) check of all information coming into the system and process accordingly via workflow. If a document is not submitted in accordance with the quality protocol established (naming convention, information required on front page of submittals, questions related to multiple trades on an RFI), it should be rejected and resubmitted.
Maintaining a uniform filing system:
Create a documentation flow chart that identifies the navigation of the system and where to upload specific documents and whom to notify of specific changes and updates.
Manage and maintain the distribution list for all incoming documentation to ensure information is being submitted to the correct parties for approval/information.
Ensure all documentation uses the same file naming convention.
Simplify the filing process.
Establishing document logs to track the processing of specific control documents system to be determined:
Change orders/site instructions/directions.
Request for Information (RFI).
Early warning notices.
Drawing revisions and updates and drawing transmittals.
Quotes/purchase orders.
EQT - environmental qualification/quality test.
JHA - Job Hazard Analysis.
RAMS - risk assessment method statement.
Site plans.
Bill of materials and bill of quantities.
Health and safety related documentation (workers certificates, sign-in sheets, toolbox talks, near-misses, incidents and responds).
Testing and commissioning plans.
Testing and commissioning reports, certificates etc.
All handover and closeout documents.
Maintaining a system and procedures for the baseline, revision, and distribution of controlled documents:
Daily project reports.
Weekly project report that should include project level schedule.
6-week lookahead of plans, material, and consumption.
Implement and follow quality assurance program, as documented in the playbook.
Attend all NDC node specific meetings.
Complete audits of all files.