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You will be joining the interdisciplinary digital transformation and knowledge team working at the intersection between people, projects process and systems. This team oversees progressing the digital transformation of the practice, is establishing a knowledge programme and facilitates continuous improvement and fosters learning as an organisation. You will also work within one of our project teams who are designing a key civic project in North America and collaborate closely with our Digital Design team. Your role is part of a strategic initiative, so you will have the opportunity to work with many other stakeholders across the practice.

We offer a variety of employee benefits including private health insurance, cycle to work scheme, a cash health plan, employer contribution pension, employee assistance plan, enhanced maternity and paternity leave, visa assistance for candidates who need to relocate to London. Our core hours policy allows flexibility in your daily start and end times, and you can work from abroad for up to 30 days a year.

About the role

As a Project Information Analyst, you will oversee the management and flow of project documents and information, ensuring meticulous organisation and accessibility for project teams. Your role involves establishing robust records management procedures and end-of-stage archiving strategies while being responsible for the implementation of a new project information management system. You will also manage strategies to organise correspondence and collaborate with the digital practice team to optimise findability and linking project information to the practice data model.

Responsibilities

  • Systems and processes: Own and oversee implementation of a new project information management system, including the documentation of all processes that need to be established for safe record keeping.
  • Taxonomies: Further develop the practice naming conventions and numbering systems and review individual project document management systems, numbering systems and standards. Be the facilitator with the project teams, making sure they follow the established naming conventions and understand their benefit.
  • Filing of incoming documents: Establish guidance and rules to manage and file all received project information within the project information management system and folder structure, ensuring that all information is stored in an accessible and easy to view manner.
  • Tracking of outgoing documents: Make sure all issues of drawings, sketches, reports, and other key documents are trackable withing the project information management system. Maintain any additional registers as needed and proactively define approaches to streamline this across projects and connect the information to the practice data model and its maintenance processes.
  • Document quality and security control: Establish processes for approval, documentation quality and security control, ensuring that all documentation that leaves the company meets the minimum expected standards. On your project, you will be responsible to check that all outgoing key documents adhere to the security requirements.
  • Review of key documents and mark-up: Streamline processes for incoming documents that need to be reviewed in collaboration with the digital design team, documenting the applications, guidance, and processes.
  • Emails and correspondence: Own and oversee the development of our email filing systems and strategies, making sure it is clearly communicated and understood across the practice. Find vehicles for the measurement of effective adoption in line with the continuous improvement.
  • Extranets and collaboration clouds: Streamlines processes for how to handle extranets and collaboration clouds. Keep an active list of all systems in use across projects. Define and document a strategy for how to organise effective document flows and explore possible integrations. Be proactive in working with project architects to influence the tools and processes adopted when working in this environment.
  • Submission support: On your project, be an active part of the project team and support the team with the documentation of their deliverables ahead of milestone submissions.
  • Archiving: Streamline the end of stage and end of project archiving process. On your project, ensure project documentation is properly archived digitally and that the practice archive register is updated accordingly. Work with the project architects to ensure project meta-data is up to date at key milestones.
  • Knowledge programme: Input your experience into the knowledge program of the practice to help us be effective as a learning organisation. Be part of the knowledge champions group and assist in keeping active practice wide discussions alive that improve project information and build up essential knowledge.

    Personal Qualities
  • Creative thinker with problem-solving skills: Able to find innovative solutions to organisational challenges and develop practical ways to make the most of our digital tools and manage risk by safeguarding effective and proper project record keeping.
  • Highly methodical while having a flexible approach: Able to create and maintain efficient approaches for managing records and information, able to identify gaps and issues within our processes.
  • Proactive and collaborative: Takes initiative to implement improvements and streamline processes without constant supervision, can guide diverse international design teams to prioritise organisational improvement.
  • Empathetic and adaptable: Understands the needs and challenges of working in a creative environment.
  • Understands that change takes time and is willing to support individuals as a change facilitator through the process of adopting new practices and processes.

    Skills required
  • Proven experience of working on projects within the built environment where you played a key role in organising project information, tracked key documents or were in control of project record keeping.
  • Bring an understanding of how to manage information management systems such as document management or document tracking systems e.g. Newforma, Deltek PIM or Atvero.
  • Be familiar with the concepts and challenges of extranets or collaboration clouds, e.g. Aconex, Asite. Procore, Autodesk Construction Cloud or BIM Collaborate Pro.
  • Basic understanding in information technology, management systems, international standards, and continuous improvement principles.
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