Document Management Lead

Internal Advert Close date: 19th November 2026

At The Crown Estate, we're creating brilliant places for customers, communities and nature to thrive. As our Document Management Lead, you'll play a key role in modernising how critical business information is organised, governed and accessed across our Portfolio Operations team. You'll lead the transformation of document management practices, ensuring colleagues can easily find, trust and use the information they need to make informed decisions and deliver operational excellence.

As the subject matter expert for document management within Portfolio Operations, you'll:

• Lead the redesign and improvement of document structures, libraries and controls across the business.

• Develop practical standards for document ownership, classification, metadata, retention and lifecycle management.

• Drive improvements in SharePoint and Microsoft 365 environments, making information easier to manage, retrieve and govern.

• Support the transformation of priority document areas, beginning with legal agreements and extending across other critical business records.

• Collaborate with Legal, Asset Management, Digital and Operational teams to establish consistent document management practices.

• Apply structured information management principles, including BIM-aligned classification approaches where appropriate.

• Identify opportunities to leverage automation, AI-enabled search and digital solutions to improve efficiency and user experience.

• Develop governance frameworks, KPIs and reporting to drive compliance, adoption and continuous improvement.

You'll bring a blend of document management expertise, stakeholder engagement skills and a passion for improving ways of working.

Essential experience and skills:

• Experience in document management, document control or records management within a digital environment.

• Strong understanding of metadata, classification, naming conventions, security, version control and information retrieval.

• Experience translating business requirements into practical policies, standards and processes.

• Hands-on experience with Microsoft 365, SharePoint or comparable document management platforms.

• Excellent stakeholder management, communication and guidance-writing skills.

• Experience working within a Public Records Act governed environment.

Desirable:

• Experience within property, real estate, construction or asset-intensive sectors.

• Knowledge of legal agreements, property records, safety documentation or construction information management.

• Understanding of BIM, ISO 19650, ontologies and structured asset information.

• Familiarity with retention schedules, taxonomy design and information governance frameworks.

• Relevant professional qualifications such as IRMS, AIIM or BIM Information Management certifications.

This is an opportunity to make a lasting impact on how information supports decision-making across a nationally significant property portfolio. You'll influence the future of digital information management while working alongside passionate colleagues committed to operational excellence, sustainability and innovation.

Our Offering / benefits:

As well as a competitive salary, pension and performance related bonus offering, we have a wealth of benefits available ranging from flexible working; market leading family policies and shopping discounts in the West End, to private healthcare; life and critical illness cover and 28 days holiday with the option to buy more. We value work life balance and your wellbeing highly, enabling you to be your best self to work.

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Disability Disclaimer:

We are a proud disability confident employer and operate the offer of interview scheme Disability Confident employer scheme - GOV.UK (www.gov.uk).

We are happy to offer alternative application methods or formats and can be flexible on our process to enable you to have the best opportunity.

If you have any questions about our recruitment process or would like to talk about adjustments, please contact us directly.

Please note that if we receive a high volume of applications, we may close this advert early. We encourage you to apply as soon as possible.