Associate - Document Management

Job Description

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.

Responsibilities

• 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.
  
  

Qualifications

• 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.
  
  

About Us


WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At WSP we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.
• A collaborative team that thrives on challenges and unconventional thinking.
• A network of experts channeling our curiosity into creating solutions for complex issues.
  
  

Inspired by diversity, driven by inclusion, we work with passion and purpose.


Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.
• Maintain product quality and cultural integrity.
• Balance community, collaboration, opportunity, productivity, and efficiency.
  
  

Health, Safety and Wellbeing


Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our Making Health and Safety Personal initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

With us, you can.

Apply today.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.