Coordinate all project documentation and establish workflows for document control;
Establish access, security and privacy protocols for all documentation, ensuring compliance with GDPR where applicable and ensuring all relevant stakeholders have access to the necessary documents to ensure successful delivery;
Producing / maintaining Document Management processes, procedures and templates.
Manage the external stakeholder database including inputs and report production as required and interface with external document suppliers, i.e. the Design and Build Contractors, the client's panel of advisors and other contractors and ensure their compliance with the Document Control and Management Policy and document control standards;
Populate the document register, request for information register, action log, issue log and other project control tools as appropriate and analyse, interpret and summarise the status of various registers and logs on the project;
Managing the delivery of Documents.
Prepare inputs as required to monthly executive reports and coordination of inputs to same for collation by the project director.
Ensure appropriate issuance and storage of documents in accordance with the Document Control and Management Policy and document control standards;
Act as a first point of contact for all documentation queries
Oversee the development and implementation of a document control and management policy and document control standards detailing how documents should be created, formatted, stored, maintained, approved, updated, published, archived and disposed of to ensure that project-related documents and information are managed, organised, and maintained in a systematic and standardised manner;
Ensuring the site supervisory team has access to current documents; and
Define the templates to be used for each document type;
Ensure compliance with GDPR guidelines where applicable;
Requirements
ms office
projectwise
document control
aconex
communication
detail-oriented
Ability to manage client expectations and deliver within agreed parameters; and
MS office including Outlook, Excel and Word.
Ability to deal with and resolve unforeseen risks and issues.
Fully proficient in the use of MS Office applications and other project tools and methodologies.
Ability to prioritise effectively, meet deadlines and deliver consistent service.
Further demonstrated experience and knowledge in the following is desirable: Document Controls and/or Electronic Document Management Systems (Aconex, ProjectWise, SharePoint and EPFM).
Excellent communication (both verbal and written) and interpersonal skills.
Required to have significant experience in document control and a proven track record of handling project document control activities in high value road and / or infrastructure projects or projects of a similar scale and complexity to SYSTRA projects.
Ability to step back from the detail and take a holistic overview.
Ability to work in a challenging environment both on their own initiative and as part of a team.
Experience with ProjectWise or AlimWebb would be advantageous
High level of attention to detail.
Ability to govern and drive outcomes to ensure high quality service delivery.
Benefits
Information not given or found
Training + Development
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Interview process
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Visa Sponsorship
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Security clearance
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Company
Overview
60+ Years
Experience in Engineering
Demonstrates long-standing expertise and contribution to the engineering sector.
Specializing in large-scale transport projects, the company works on both rail and urban system designs.
SYSTRA has a rich history of shaping transportation networks, including high-profile projects like Crossrail and HS2.
The company is involved in a broad range of sectors, including energy, infrastructure, and water resources.
Known for pioneering innovations, SYSTRA’s projects often push the boundaries of what is possible in transport engineering.
The firm works across the UK and Ireland, contributing significantly to the development of sustainable urban mobility solutions.
Culture + Values
Excellence – Rooted in our engineering culture, excellence is both an objective and a way of working throughout our business.
Connected teams – We achieve the best results through teamwork. We connect and coordinate our multi‑disciplinary teams to respond to the most complex challenges.
Bold leadership – We anticipate and embrace change. Our projects profoundly transform communities.
Environment + Sustainability
2035
Carbon-Net Zero Goal
Aiming to become verified carbon-net zero by 2035 through effective climate action.
37%
Operational Emissions Reduction
Achieved a 37% reduction in operational emissions between the last reporting years.
Part of the UN Race to Zero initiative.
ISO 45001 certified for health, safety, and environmental management.
Membership in Sustainability West Midlands: developing SBTi carbon net-zero-by-2050 targets, forming a Carbon Task Force, appointing Sustainability Lead, delivering Carbon Literacy Training, aligning to UN SDG Goals, and supporting sustainability initiatives across social purpose, climate action, responsible business, and environmental stewardship.
Inclusion & Diversity
Increased proportion of women
Gender Diversity Progress
The company reported a significant increase in the proportion of women in their workforce through targeted graduate recruitment and partnerships with external organizations.
Set clear strategic DEI goals (e.g., diversity programs encouraging applications from a wide range of people).
Partnerships supporting gender diversity goals, working with universities and external organizations.
Implemented neurodiversity support in offices (e.g., hands-on tools like Lego to aid neurodiverse engineers).