Document Control Manager - Shanghai Tour Shanghai

Job Title: Document Control Manager - Shanghai Tour Shanghai

Reports to: Construction Project Director (China-based)
Location: Shanghai, China

Job Summary

We are seeking a highly organized and detail-oriented Document Controller to manage all project documentation for the Warner Bros. Studio Tour Shanghai project. This role is crucial in ensuring the smooth flow of information across multiple teams, including construction, design, show production, and project management, while maintaining the integrity and compliance of all records.

A key responsibility will be the management of the Aconex Project Management Information System (PMIS), ensuring all stakeholders properly upload, track, and access the latest versions of drawings, reports, contracts, and other essential project documents].

This project is supported by two key design consultancies: Tait and Lumsden. Tait is responsible for the design and coordination of all show-related elements, including AV, media, special effects, and interactive installations, ensuring these components are seamlessly integrated into the overall experience. Lumsden is leading the design of Food & Beverage (F&B) and Retail areas, ensuring an immersive and high-quality guest experience in these commercial spaces. Both consultancies will play an active role during the build phase, working closely with the internal project team, contractors, and vendors to oversee the successful execution of their respective areas. The role will require close collaboration with these consultancies to ensure alignment with project schedules, construction milestones, and quality expectations. The Document Control Manager will work closely with internal teams, contractors, vendors, and external consultants to ensure efficient document control processes, compliance with project protocols, and timely distribution of critical information.

Key Responsibilities

1. Document Control & Management

• Administer and maintain the [Aconex PMIS], ensuring a structured and organised document management system.
• Track, manage, and archive all project documents, contracts, technical drawings, RFIs, change orders, reports, and approvals.
• Ensure version control, maintaining up-to-date records and avoiding outdated information circulation.
• Implement document naming conventions, metadata tagging, and access control policies in line with project requirements.

2. Aconex System Administration

• Serve as the primary administrator for Aconex, managing user access, training team members, and troubleshooting system issues.
• Establish and enforce document workflows, approval processes, and transmittal procedures within Aconex.
• Monitor compliance with project documentation standards, ensuring all stakeholders follow correct filing and submission protocols.
• Generate reports on document status, submittals, approvals, and outstanding actions.

3. Communication & Coordination

• Act as the key liaison for document management between internal teams, general contractors (GC1 & GC2), show vendors, and consultants.
• Ensure timely distribution of project documents to the Design Manager, Construction Manager, and Show Production Manager, aligning with project schedules.
• Support project meetings by providing relevant documentation, tracking action items, and issuing updates on document submissions.
• Assist with the submission and review of RFIs, permits, and compliance documents.

4. Compliance & Quality Assurance

• Ensure all document control practices comply with company policies, legal requirements, and industry standards.
• Conduct regular audits to ensure all documents are correctly filed and that project teams are adhering to protocols.
• Maintain confidentiality and security of sensitive project documentation.
• Coordinate with legal and compliance teams to track approvals and contractual documentation.

5. Support for Project Teams

• Provide training and guidance to team members on best practices for using Aconex and other document control systems.
• Support the handover process, ensuring all documentation is properly archived and transferred to operations teams upon project completion.
• Assist with the preparation of progress reports, dashboards, and presentations, leveraging project documentation for updates to senior management.

Qualifications & Experience

University Degree of relevant areas of study.

Proven Experience

Over 10 years of relevant experience and 5+ years in document control within construction, themed entertainment, or large-scale infrastructure projects in China.

Aconex Expertise

Strong knowledge of Aconex PMIS, including workflow setup, system administration, and document tracking.

Project Management Understanding

Experience working within multi-disciplinary project teams, including construction, design, and technical departments.

Attention to Detail

Strong ability to maintain accuracy, track deadlines, and ensure compliance with document control protocols.

Software Proficiency

Familiarity with MS Office (Excel, Word, PowerPoint), Adobe Acrobat, AutoCAD viewer tools, and other project management software.

Communication Skills

Proficiency in English and Mandarin is mandatory.

How We Get Things Done...

This last bit is probably the most important! Here at WBD, our guiding principles are the core values by which we operate and are central to how we get things done. You can find them at www.wbd.com/guiding-principles/ along with some insights from the team on what they mean and how they show up in their day to day. We hope they resonate with you and look forward to discussing them during your interview.

Championing Inclusion at WBD
Warner Bros. Discovery embraces the opportunity to build a workforce that reflects a wide array of perspectives, backgrounds and experiences. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, regardless of sex, gender identity, ethnicity, age, sexual orientation, religion or belief, marital status, pregnancy, parenthood, disability or any other category protected by law.

If you're a qualified candidate with a disability and you require adjustments or accommodations during the job application and/or recruitment process, please visit our accessibility page for instructions to submit your request.