Information Coordinator - Document Controller

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 10,300 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.

Context

SYSTRA are now hiring a Document Controller / Information Coordinator based in Dublin to play a key role in supporting high-profile rail and transport infrastructure projects in Ireland. If you have strong organizational skills, a keen eye for detail, and experience managing project documentation, we’d love to hear from you.

Missions/Main Duties

The Document Controller will be responsible for providing support at a Site Level in relation to digital document storage, document sharing and document protocol to ensure that project-related documents and information are managed, organised, and maintained in a systematic and standardised manner.

Specific responsibilities within this area may include some or all of the following:

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

Profile/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.
• Further demonstrated experience and knowledge in the following is desirable: Document Controls and/or Electronic Document Management Systems (Aconex, ProjectWise, SharePoint and EPFM).
• Managing the delivery of Documents.
• Producing / maintaining Document Management processes, procedures and templates.
• Provision of Document Management Reports; and
• MS office including Outlook, Excel and Word.

It is desirable for the Document Controller to possess the following skills:

• Fully proficient in the use of MS Office applications and other project tools and methodologies.
• Experience with ProjectWise or AlimWebb would be advantageous
• Excellent communication (both verbal and written) and interpersonal skills.
• Ability to govern and drive outcomes to ensure high quality service delivery.
• Ability to deal with and resolve unforeseen risks and issues.
• Ability to step back from the detail and take a holistic overview.
• Ability to prioritise effectively, meet deadlines and deliver consistent service.
• High level of attention to detail.
• Ability to manage client expectations and deliver within agreed parameters; and
• Ability to work in a challenging environment both on their own initiative and as part of a team.

#LI-JN1

Why SYSTRA?

Our three core values: Excellence, Connected Teams and Bold Leadership are kept at the heart of everything we do. We strive for the highest levels of technical excellence, achieving the best results through teamwork, both locally and internationally, and reward innovative thinking through encouraging all colleagues to think as leaders. We offer clear and well supported pathways for career development and qualification attainment, a competitive remuneration package including a bonus and private healthcare, an electric car scheme and a broad suite of flexible benefits to suit your lifestyle.

Flexibility

Because we value who you are as much as what you do, we want you to feel supported at work. We offer hybrid working, balancing the benefits of working from home with time in our modern, well-equipped offices for that crucial in-person contact, team development and collaborative working. We also recognise that life doesn’t always run to the same schedule for everyone, so we have a dedicated flexible working policy to support you in tailoring your work life to reach your full potential, for more details on this, please get in touch.

Diversity & Inclusion

We provide a warm welcome and encourage applications from a diverse range of people who can enrich our company and offer perspectives which will drive better solutions in a truly inclusive environment. Our employee led working groups and clearly defined strategy help us to keep at the leading edge of important issues and keep us accountable. We want our colleagues to feel comfortable to bring their whole selves to work and continually seek new ideas and contributions to ensure we continue to grow and develop in this space.

Wellbeing

It’s no surprise that people do their best work when they feel physically and mentally supported. Our SYSTRA Wellness Programme offers a wide range of support; from Wellness champions, to free health checks, healthy eating workshops and regular seminars, alongside access to a wide range of external support. We offer two paid days for charity work and an ever-growing social calendar.

Apply and find out more about how Systra can support you in your career journey. If you require any adjustments or financial assistance to support you in your application or interview process please email us where your request will be treated confidentially and with respect. We pledge to offer an interview to any candidates with a disability who apply for a role and meet the minimum criteria.

As we are always looking to expand our team, we would still be interested in hearing from you if you fulfil most, but not all, of the relevant criteria for the role – you could still be just what we are looking for.

Workplace Type

Hybrid