Business analyst specialised in document control

As business analyst, you bridge the gap between the business needs of projects and operational document management practices. Your goal is to ensure that the documents produced and exchanged throughout the project lifecycle are reliable, consistent, controlled, and usable. You are involved in the analysis of document processes, the definition of management rules, the configuration of tools and the support of project teams and users.

Main responsibilities

• Customer needs analysis

– You collaborate with clients to understand their document control requirements (document flows, responsibilities, contractual and regulatory requirements).

– You map existing document control processes and identify gaps, risks and opportunities for improvement.

– You define document control rules covering the document lifecycle: creation, revision, validation, distribution, archiving.

– You conduct in-depth analyses to identify opportunities for improvement and recommend appropriate solutions.

• Design and implementation of solutions

– You translate business needs into functional requirements for document management tools (EDM, ECM, collaborative platforms).

– You participate in the setup and configuration of document control tools (document structures, metadata, workflows, access rights).

– You contribute to the implementation or adaptation of document management procedures, in line with project practices.

• Document quality management

– You define document performance indicators (quality, deadlines, completeness, compliance). Implement dashboards and reports on the status of project documentation.

– You propose and monitor corrective action plans in case of non-conformity or malfunction in close collaboration with the Quality Manager.

• Change management

– You play a key role in managing organisational change related to the implementation of new document control systems.

– You present and explain the changes to end users, organise training sessions, and provide ongoing support to facilitate the adoption and adaptation of the new technologies.

• Interdepartmental collaboration

– You work closely with document controllers, project managers, technical teams and IT teams to ensure seamless integration of document control software into existing IT infrastructures.

Qualifications and experience required

• Business expertise and document management

  – You have a solid track record as a Business Analyst or Lead Document Controller, ideally gained during projects implementing document management software solutions

  – you have a strong interest in the challenges of information management and document governance strategies

  – You have already led training initiatives and know how to support users in adopting new tools and processes

• Analytical and technical skills

  – You know how to diagnose complex problems in order to propose pragmatic and structured solutions

  – You are proficient in tools and modeling: advanced expertise in Excel (complex functions, data analysis); Mastering BPMN notation for process modeling is a major asset

Required skills

• You can easily write clear, structured and concise documents, adapted to your different audiences
• A true translator, you know how to rephrase technical requirements into business concepts understandable to non-technical users
• You manage your priorities rigorously in order to meet deadlines and budgets
• You value collaboration and know how to unite both internal and external stakeholders around a common goal
• You communicate fluently both orally and in writing in French and English. Knowledge of Dutch is a definite advantage.

What we can offer

Exquando offers the opportunity to develop your knowledge and expertise in an exciting and stimulating environment. Our clients include major organisations in the construction, pharmaceutical, banking, energy, and insurance sectors.

Appropriate in-house training will be provided. You will be encouraged to engage with the information professional community and share your newly acquired knowledge and experience.

The work environment at Exquando is dynamic and flexible. We encourage creativity and proactivity. And we love having fun at work! We offer a permanent, full-time contract and an attractive salary package. Our office is located in Wavre, but most assignments require a short-, medium-, or even longer-term presence at client sites. Partial teleworking is allowed.

It is also crucial for us that the candidate is sensitive to Exquando’s values.