Information Coordinator (Document Controller)

Overview

Manage and coordinate project documentation and information for rail/transport projects.

Key Responsibilities

• template definition
• document management
• report preparation
• stakeholder coordination
• access control
• register maintenance

Tasks

-Define the templates to be used for each document type; -Producing / maintaining Document Management processes, procedures and templates. -Prepare inputs as required to monthly executive reports and coordination of inputs to same for collation by the project director. -Act as a first point of contact for all documentation queries -Ensure compliance with GDPR guidelines where applicable; -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; -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; -Ensuring the site supervisory team has access to current documents; and -Managing the delivery of Documents. -Coordinate all project documentation and establish workflows for document control; -Ensure appropriate issuance and storage of documents in accordance with the Document Control and Management Policy and document control standards; -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; -Provision of Document Management Reports; and

Requirements

• projectwise
• aconex
• sharepoint
• ms office
• document control
• communication

What You Bring

-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 -Ability to step back from the detail and take a holistic overview. -Ability to govern and drive outcomes to ensure high quality service delivery. -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. -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 prioritise effectively, meet deadlines and deliver consistent service. -MS office including Outlook, Excel and Word. -High level of attention to detail. -Further demonstrated experience and knowledge in the following is desirable: Document Controls and/or Electronic Document Management Systems (Aconex, ProjectWise, SharePoint and EPFM). -Ability to manage client expectations and deliver within agreed parameters; and

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About Systra Uk & Ireland

-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.

Sector Specialisms