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Senior Document Controller

Country/Region:  GB
Field:  Project Management

York, GB

Type of Contract:  Permanent
Level of experience:  Any


The global leader in public transport infrastructure, SYSTRA has specialised in the mass transit and rail market since 1957. The main shareholders of SYSTRA are SNCF and RATP. Its ambition is to serve emerging needs for collective and sustainable mobility throughout the world. With a presence in 80 countries, SYSTRA manages over 3,000 projects for high-speed systems, traditional rail lines, metros and tramways throughout the world.

SYSTRA are looking to expand our Signature Team in the UK, working on high profile infrastructure projects such as Crossrail and HS2, we are building on our 50 years of success in the UK by growing our team and looking for passionate people to deliver projects across our portfolio.


We are now seeking to strengthen and grow our Engineering team in York, by recruiting an experienced Document Controller.


The ideal candidate will be able to demonstrate a range of experience within the Civil Engineering/Transportation/Infrastructure sectors.


This is a fantastic opportunity for an enthusiastic Document Controller to further their career in a highly motivated and inspirational environment.


Main Function of Job


Responsible for document control, managing documents for a project to a much higher degree of reliability for security, version, visibility, availability and most importantly with a controlled reliable audit trail, ensuring:


  • A clear understanding of the company procedure and company document management system
  • Follow the document or numbering policy of the company and the project and advice the project team of the requirements
  • Accurately maintain archives and databases for project documentation using in hour document management system – ProjectWise
  • Collect, check and issue outgoing project documentation within pre-agreed timeframes, maintaining an outgoing transmittal tracker and issue sheet
  • Receive, record and distribute incoming project documentation and save to the correct project folders on ProjectWise and maintain an incoming register
  • Maintain a master document register of the latest drawings on a project and ensure that all recipients have transmitted the drawings they require as soon as new revisions of drawings are received
  • Has a strong relationship not only with the project team but also with sub-contractors to ensure that information is distributed quickly and efficiently and that queries are handled quickly and professionally
  • A Document controller is responsible for carrying out other documentation tasks and administrative activities as required by the project or, as directed by Team Leader
  • Build strong working relationships with project engineers, lead engineers and the client to ensure information is distributed efficiently and information related queries are dealt with quickly


Main Duties

Operational Accountabilities


  • Managing large volumes of incoming data in line with the company standard
  • Maintaining databases and records
  • Managing large volumes of outgoing information in line with the company procedures
  • Maintaining document control procedures and standards
  • Liaising with project engineers, project managers and clients
  • Formatting reports and spreadsheets (in both Word and Excel) to desired standard
  • Producing and collating PDFs in Adobe
  • Taking the lead within the team in relation to document control issues
  • Using Network Rail’s eB system to source records if required
  • Uploading onto other EDMS as the different projects require
  • Ensuring all proposals and bids receive the same processing as deliverables
  • Produce templates and maintain to the company standard
  • Provide support to the Project team


Financial Accountabilities


  • Review and maintain personal utilisation target
  • Understand document controller fee allocation to your project(s) and allocate hours within the budget
  • Contribute to document control value for money, and delivery of required outputs


Other Responsibilities


  • To uphold and act in accordance with the Group’s values, behaviours and strategic objectives within the context of the duties of the post
  • To support and adhere to the Group’s policies on equality, diversion and inclusion
  • To comply with the requirements of the Data Protection Act and associated legislation in so far as they relate to the duties of the post
  • To comply fully at all times with the policies relating to conduct at work




  • Substantial practical experience of document control support in a relevant business environment, ideally in Construction or Engineering
  • Maintains a strong sense of personal ownership relevant to the role, seeks to add value to their function, and maintains a ‘make it happen’ approach
  • Ability to build strong relationships with the project team members, suppliers, client representatives, and other stakeholders
  • Experience of building and implementing management frameworks, monitoring their use, and maintaining / improving
  • Ability to gather, analyse and evaluate facts, make appropriate judgements, and act accordingly without undue delay
  • Knowledge of the sector and experience within a project-based organization



In return, we offer a very competitive salary with a comprehensive and attractive benefits package with opportunities for flexible working and career development.


Please note, we do have a preferred supplier list for the provision of recruitment services, and we will not accept unsolicited CVs from suppliers not currently on our PSL.



Systra is an equal opportunities company; this position is open to all applicants.

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