Document Controller

Job description

Therole would be responsible for managing the document control service function, processes, procedures and supporting systems of Siemens Rail Electrification projects. Maintaining effective control of all programme and project information and documentation, the role will support the Document Control Specialist, Design and Project Management teams as required.

The post holder will maintain and update the document and drawing registers on multiple projects and issue document numbers to ensure correct identification, revision and status codes. Additionally the document controller shall ensure that documentation meets quality management standards in line with internal Siemens business management system and client procedures and protocols.

Responsibilities:

Being the point of contact of clients, consultants, suppliers and internal management for project information, auditing and sourcing.

To carry out thorough QA / QC on all information being transmitted to the client, generation of transmittals and liaising with internal and external teams to follow up on client responses where necessary.

Download of all formal incoming documents from clients and suppliers and distributing these internally in accordance with the project specific document distribution lists.

To scan, image, organize and ensure internally produced documents are saved within project filing system, and archive inactive and superseded records in accordance with Siemens records retention schedules.

Periodically, be responsible for training employees on records management procedures and policies, document retention, retrieval, destruction and disaster recovery. Also assist with file migrations and audits, and perform administrative tasks as needed.

The post holder would work to time, scope and budget, ensuring all safety, quality and environmental requirements are met.

The post holder would also undertake work in testing and assisting in developing EDRMS solutions and the Document Control system to ensure ongoing improvements and liaise with external document controllers to improve processes, procedures and keep up to date with client and supplier contacts.

Dimensions:

The post holder will be responsible for ensuring that all project design team, project managers, commercial and programme management teams follow the document control procedures.

This will extend to working and interfacing with Network Rail and other external document controllers.

The post holder will be responsible for ensuring adherence at all times to Siemens Business Management Systems, safety working policies, standards, procedures and standard practices as well as those applicable to Network Rail infrastructure in all aspects of the design process as required under the CDM regulations.

The post holder shall provide the highest quality and level of customer service, at the same time achievement of the delivery timescales.

The post holder shall be required to have a good understanding of Quality Management principles including ISO9001 and have good knowledge of the railway industry and Network Rail’s investment processes and procedures.

Knowledge, Skills, Qualifications and Experience:

The post holder would be expected to have proven experience in document control within an engineering company or similar, have high level of accuracy and attention to detail. Experience with Network Rail procedures and standards in document control would be advantageous.

The post holder will also possess good communication and inter personal skills and be able to ability to prioritize, manage time well, multitask and troubleshoot. Have the ability to communicate with internal and external stakeholders to ensure document control processes and procedures are followed and answer queries regarding document control protocols.

Core Requirements:

· Good MS Office skills using Word, Excel, PowerPoint and Outlook.
· Demonstrable in-depth knowledge and experience of Document Control processes and procedures

Additional (Desirable) Requirements:

· Familiarity with eB, Projectwise and other document control systems such as ASite, Conject / BIW, 4 Projects or similar
· Proficient using ProjectWise in an administrative role and a good understanding of management of CAD data