The Bureau's observing network assets span more than 12,500 sites across all Australian states, territories, and additional jurisdictions. These assets include, but are not limited to, radars, automatic weather stations, tsunami buoys, rain gauges, and other measurement instruments. The Document Management System (DMS) Coordinator plays a key role in developing and strengthening the Bureau's emerging asset management capability, ensuring the effective and efficient lifecycle management of documentation associated with this extensive asset portfolio. Leveraging their expertise with RedEye or similar document management platforms, the DMS Coordinator provides essential technical and business support to both asset management and operational teams. This includes maintaining data integrity, generating reports, resolving documentation issues, and assisting with uplift activities that improve the utilisation and adoption of the system across the Bureau. A core measure of success for the role is the Bureau's transition toward a mature document management culture. This involves promoting consistent use of the DMS, ensuring compliance with relevant standards and policies, and fostering an environment that supports collaboration. The DMS Coordinator contributes to this cultural shift by delivering training, offering expert guidance, and working closely with subject matter experts and asset owners to embed best practice document management principles. While the immediate focus of the role is on the Bureau's observing network assets, its scope may broaden over time to include other significant asset classes such as property and facilities. The key duties of the position include The responsibilities of the role include but are not limited to: • Apply expertise in document management systems (e.g., RedEye) to configure workflows, manage metadata structures, and optimise asset-related documentation processes. • Maintain system access controls and manage user roles and permissions, ensuring secure and appropriate access to documentation resources. • Provide technical advice and guidance to stakeholders on document control practices, metadata standards, and system usage, supporting operational and strategic outcomes. • Support integration between RedEye and enterprise asset management systems (e.g., Maximo), ensuring alignment with organisational procedures and data integrity. • Interpret and apply document management standards and frameworks, including ISO 9001 and ITIL, to ensure compliance, quality assurance, and continuous improvement. • Develop and implement short-term plans and objectives for document management activities, including metadata uplift, artefact review, and system adoption. • Coordinate competing priorities across asset management and operational teams, ensuring timely delivery of documentation, system support, and stakeholder engagement. • Investigate and resolve documentation issues, including metadata gaps and workflow inconsistencies, using a combination of established practices and tailored solutions. • Exercise creativity and initiative to improve document management processes, develop training materials, and adapt system usage guides to meet user needs. • Make evaluative decisions regarding document workflows and system configurations, applying judgement to resolve issues where guidance is incomplete or multiple solutions exist. • Promote a document management culture by delivering training, facilitating adoption, and engaging stakeholders across the organisation. • Negotiate and influence outcomes in situations involving conflicting documentation standards or operational preferences, applying tact and discretion to achieve alignment. • Assist in onboarding and support of new users, providing guidance, training, and procedural advice to ensure consistent and compliant use of document management systems.
