Records Control Manager at Mshel Homes Ltd

Job Summary

We are seeking a highly organised, detail-oriented, and governance-minded Documentation and Records Control Manager to lead and oversee the integrity, custody, and lifecycle management of all client documentation and records. This role is central to the operational effectiveness of the Documentation and Records Management Business Unit, functioning similarly to a registry and records administration department. The ideal candidate brings a strong background in records governance, document control, and archival systems, and is capable of establishing and enforcing structured processes in a sensitive, compliance-driven environment.

Key Responsibilities

• Physical Archive Custody & Security: Maintain the security, organisation, and chain-of-custody of all physical archives. Enforce access controls, custody protocols, and ensure the physical integrity of stored records at all times.
• Digital Records Management: Oversee the management, classification, version control, and lifecycle of all digital records in accordance with established document-control policies and regulatory requirements.
• EMS Uploads & Document Indexing: Coordinate and supervise the accurate upload of documents onto the Electronic Management System (EMS) and ensure consistent and compliant indexing of all records for rapid retrieval.
• File Movement Tracking & Controls: Implement and maintain robust systems to track the movement of files between departments, personnel, and storage locations. Ensure proper authorisation and audit trails are in place for all file transactions.
• Document Dispatch & Delivery Tracking: Oversee the dispatch of documents to internal and external stakeholders, maintaining accurate delivery records and ensuring all outgoing documentation is properly authorised and receipted.
• Historical Record Migration Support: Lead or support the migration of legacy and historical records into current digital or physical archival frameworks, ensuring data integrity and continuity throughout the process.
• Retrieval & Document Request Handling: Manage and respond to internal and external document requests within defined service levels. Establish a structured request-handling process with clear turnaround standards and escalation pathways.
• Archive Room Administration: Oversee the day-to-day administration of the archive room, including space management, environmental controls, retention schedules, and disposal procedures in line with policy.
• Document Acknowledgement Monitoring: Track and follow up on document acknowledgement receipts to ensure all issued records are received, confirmed, and properly recorded.
• Governance & Compliance: Develop, implement, and continuously improve document management policies, standard operating procedures, and governance frameworks to ensure regulatory and organisational compliance.
• Stakeholder Liaison: Serve as the primary point of contact for document-related queries across business units, managing expectations and maintaining service delivery standards.
• Team Supervision: Provide leadership, direction, and performance management to records and documentation personnel within the unit.

Qualifications and Skills

• Education: A Bachelor’s degree in Library and Information Science, Records Management, Business Administration, or a related field. A postgraduate qualification or professional certification (e.g. CRM, ARMA, or equivalent) will be a distinct advantage.
• Experience: Minimum of 3–5 years of progressive experience in records management, document control, or a registry/archival function. Prior experience in a supervisory or managerial capacity is essential.
• Records Governance: Demonstrated knowledge of records management standards, document lifecycle principles, retention and disposal schedules, and custody chain protocols.
• Systems Proficiency: Proficiency in Electronic Document and Records Management Systems (EDRMS) or similar platforms. Competency in Microsoft Office Suite; experience with EMS or document indexing tools is highly desirable.
• Attention to Detail: Exceptional accuracy and thoroughness in managing documentation, indexing records, and maintaining audit trails.
• Organisational Skills: Highly structured approach to workload management with the ability to prioritise multiple requests and deadlines simultaneously.
• Confidentiality & Integrity: Demonstrated ability to handle sensitive and confidential records with discretion, professionalism, and strict adherence to custody controls.
• Communication: Strong written and verbal communication skills, with the ability to clearly articulate policies, procedures, and document-related requirements to diverse stakeholders.
• Analytical Thinking: Ability to assess gaps in document control processes and recommend practical, compliant improvements.

What We Offer

• Competitive salary and performance-based incentives.
• Opportunities for professional growth and development.
• A collaborative and innovative work environment.
• The chance to make a meaningful impact within the real estate industry.