Global Document Coordinator — Major Projects Delivery

Global Document Coordinator — Major Projects Delivery (MPD) 1. Role Objective The Global Document Coordinator is the programme’s dedicated specialist for the InEight Document module. The role operates at the same level as the Global Technical Coordinator and reports to the Global Implementation Lead, with a focused mandate: owning the administration, configuration, and deployment of InEight Document across all MPD implementations. A key reason this role exists as a dedicated function — rather than being absorbed into the broader Global Technical Coordinator or Digital Coordinator responsibilities — is the architecture of InEight Document itself. Unlike other InEight modules, Document fuses system administration with project-level configuration. Setting up a project in the Document module requires the same person to hold both system-level access and project configuration authority simultaneously. This means the general platform administrator (Digital Coordinator) cannot perform Document project setup without also holding system admin rights to the Document module, and the general technical coordinators cannot configure Document without dedicated module proficiency. A specialist who holds both responsibilities for Document specifically is therefore a structural necessity, not a staffing preference. Beyond technical setup, the role brings deep document control and information management expertise into the programme, ensuring that WSP’s InEight Document implementations are compliant with applicable international standards (ISO 9001, ISO 19650) and reflect sound document management practice across all project types and regions. 2.

Key Responsibilities
2.1 InEight Document — System Administration & Project Configuration
• Hold and exercise both system administration rights and project configuration authority for the InEight Document module across the MPD programme.
• Configure the Document module for each new project activation, including document type setup, numbering schemes, workflow definitions, transmittal rules, access controls, role assignments, and integration with related InEight modules.
• Maintain the Document module system environment, including user provisioning, permission governance, template management, and version control of system-level configuration standards.
• Coordinate with the Digital Coordinator & Information Manager on overall InEight platform administration boundaries, ensuring that Document system administration is governed consistently within the programme’s broader platform management framework.
• Coordinate with the Global Technical Lead on Document module configuration standards, quality gate requirements, and platform-level decisions affecting the Document module. 2.2 Document Management Standards & Compliance
• Define and maintain the MPD document management standard for InEight Document implementations, ensuring alignment with ISO 9001 (quality management) and ISO 19650 (information management for the built environment) requirements.
• Translate project-specific document management requirements — including client requirements, contractual obligations, and internal WSP standards — into compliant InEight Document configurations.
• Assess regional and project-level document management practices during readiness phases, identifying gaps against the global standard and defining remediation steps before configuration begins.
• Maintain a controlled library of Document module configuration templates, workflow definitions, transmittal register structures, and document type taxonomies for reuse across implementations. 2.3 Implementation Coordination — Document Workstream
• Lead the Document module workstream within each MPD implementation, coordinating with the assigned Global Technical Coordinator, Regional SMEs, project document controllers, and project teams.
• Facilitate Document-specific workshops and working sessions with project stakeholders to define document control processes, approval workflows, distribution matrices, and records management requirements.
• Manage Document module readiness assessments, configuration reviews, user acceptance testing, Go-Live preparation, and post-Go-Live stabilisation for each implementation.
• Escalate Document module risks, issues, and configuration decisions to the Global Implementation Lead; coordinate with the Global Technical Lead on platform-level concerns via the GIL. 2.4 Training Delivery — Document Module
• Complete the MPD Train-the-Trainer programme with a Document module specialisation focus, maintaining platform and process proficiency required to support implementations globally.
• Deliver InEight Document training to project document controllers, Regional SMEs, and project teams in English and Spanish, covering system navigation, workflow execution, transmittal management, and document control procedures.
• Develop and maintain Document-specific training materials, quick-reference guides, configuration handbooks, and user documentation aligned with the global programme standard.
• Track Document module training completion and readiness across active implementations, reporting to the Global Implementation Lead. 2.5 User Adoption & Process Integration
• Support the GBO’s OCM strategy at the project level for the Document module workstream, coordinating user enablement and adoption activities in line with programme direction.
• Coordinate the integration of InEight Document workflows with related project delivery processes, including engineering deliverables management, contractor submittals, client transmittals, and records management.
• Support sustainable post-Go-Live Document module ownership by coordinating handover to regional document controllers and defining ongoing support and escalation routes. 2.6 Continuous Improvement & Programme Contribution
• Maintain awareness of InEight Document product developments and assess their relevance to WSP’s implementation standard, feeding recommendations to the Global Technical Lead.
• Identify and document lessons learned from Document module implementations, contributing to the continuous improvement of configuration templates, training materials, and deployment procedures.
• Participate in programme-wide coordination sessions and support the development of the global Document management framework alongside the Global Technical Lead and Global Business Owner. 3. Required Profile 3.1 Experience — Essential
• Minimum 8 to 12 years of relevant professional experience, with 10 years preferred, including at least 5 years in document control, document management, or information management on complex engineering or construction projects.
• Demonstrated expertise in document control practice on major projects, including document numbering systems, transmittal management, approval workflows, revision control, records management, and document distribution.
• Experience in project-intensive environments such as EPC, EPCM, engineering consulting, construction, infrastructure, mining, power, or energy, where formal document control frameworks are applied contractually.
• Practical knowledge of ISO 9001 (quality management systems) and ISO 19650 (information management for the built environment, including BIM), with experience applying these standards in a project or programme context.
• Strong coordination and stakeholder capabilities, including workshop facilitation, management of concurrent multi-project document control workstreams, and Microsoft 365 proficiency.
• C1 level English proficiency (mandatory) — the role requires confident written and verbal communication with global stakeholders. 3.2 Experience — Desirable
• Hands-on experience with InEight Document or comparable enterprise document management platforms such as Aconex, Procore, Bentley ProjectWise, SharePoint (document management configuration), or equivalent EDMS/PMIS platforms used on major projects.
• Experience with InEight Document system administration and project configuration is highly desirable — candidates with this background will be prioritised.
• Experience implementing or configuring document management systems across multiple projects, offices, or regions, including workflow design, access control governance, and integration with broader project controls or ERP environments.
• Familiarity with Primavera P6, Power BI, SharePoint, and collaborative programme management tools such as Jira.
• Portuguese proficiency and relevant certifications (RIM, CIP, PMP, ISO 9001 Lead Auditor, or equivalent document management or project management qualifications) are considered assets. 3.3 Education
• Bachelor’s degree in engineering, construction management, information management, records management, project management, or a related discipline.
• Candidates with an alternative combination of relevant education, professional certification, and substantial document management implementation experience may also be considered.
• Document control, information management, quality management, or project management certifications are an asset. 4. Train-the-Trainer Commitment All Global Coordinators are required to complete the MPD Train-the-Trainer programme upon joining. This consists of self-directed learning through InEight University, facilitated training sessions delivered by InEight, and a competency assessment conducted by the Global Technical Lead. Certification is issued by the Global Business Owner upon successful completion. For the Global Document Coordinator, the Train-the-Trainer programme is completed with a Document module focus. The postholder is expected to achieve full proficiency in the InEight Document module, covering all configuration, administration, and workflow capabilities relevant to WSP’s implementation scope. 5. Key Interfaces
• Global Implementation Lead — line manager; all escalations, implementation direction, and deployment assignments.
• Global Technical Lead — Document module configuration standards and quality gate; coordination via the GIL.
• Digital Coordinator & Information Manager — platform administration boundaries, programme information environment, and data governance coordination.
• Global Technical Coordinators — implementation coordination counterparts; Document workstream integration within broader project activations.
• Regional Business Owners & Regional PDE Leads — regional counterparts during active implementations.
• Regional SMEs — Document module training and configuration support.
• Project Document Controllers — primary training recipients and day-to-day Document module counterparts at project level.
• InEight CSM Team — Document module platform support and Train-the-Trainer coordination. 6. Success Measures
• Successful InEight Document module activations across prioritised projects, achieving approved configuration milestones, Go-Live readiness, and compliant document control frameworks aligned with ISO 9001 and ISO 19650.
• Established and maintained Document module configuration templates, workflow libraries, and training materials that enable consistent, repeatable deployment across regions and project types.
• Sustainable post-Go-Live Document module ownership at project level, evidenced by trained document controllers, defined support routes, and positive stakeholder feedback on process clarity and system usability. #Colombia #LI-CJ1