Information Coordinator

Join to apply for the Information Coordinator (Document Controller) role at SYSTRA.

SYSTRA's specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions used by more than 50 million people each day. With over 60 years of experience, the Group helps cities and regions develop transport infrastructure with sustainability, accessibility and innovation at the heart of its designs. SYSTRA has over 10,300 colleagues globally and around 1,000 in the UK & Ireland.

Context: SYSTRA is hiring a Document Controller / Information Coordinator based in Dublin to support 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.

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 may include 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 are managed in a systematic and standardised manner;
• Establish access, security and privacy protocols for all documentation, ensuring compliance with GDPR where applicable and ensuring stakeholders have access to necessary documents for successful delivery;
• Coordinate all project documentation and establish workflows for document control;
• Act as a first point of contact for all documentation queries;
• Define templates to be used for each document type;
• Populate the document register, RFI register, action log, issue log and other project control tools as appropriate and analyse, interpret and summarise the status of registers and logs on the project;
• Ensure appropriate issuance and storage of documents in accordance with the Document Control and Management Policy and standards;
• Manage the external stakeholder database including inputs and report production as required; interface with external document suppliers (Design and Build Contractors, client's panel of advisors and other contractors) and ensure compliance with policies and standards;
• Ensure GDPR compliance where applicable;
• Ensure the site supervisory team has access to current documents;
• Prepare inputs as required to monthly executive reports and coordinate inputs for collation by the project director.

• Significant experience in document control with a proven track record on high value road and/or infrastructure projects or projects of similar scale and complexity to SYSTRA projects.
• Knowledge of Document Controls and/or Electronic Document Management Systems (Aconex, ProjectWise, SharePoint and EPFM) is desirable.
• Experience delivering documents and maintaining document management processes, procedures and templates.
• Provision of document management reports.
• Proficiency in MS Office (Outlook, Excel, Word).

It is desirable to possess the following additional skills:

• Fully proficient in MS Office and other project tools; experience with ProjectWise or AlimWebb is advantageous;
• Excellent verbal and written communication and interpersonal skills;
• Ability to govern and drive outcomes to ensure high quality service delivery;
• Ability to manage unforeseen risks and issues;
• Ability to take a holistic overview and prioritise effectively to meet deadlines;
• High attention to detail;
• Ability to manage client expectations and deliver within agreed parameters;
• Ability to work independently and as part of a team in a challenging environment.

Our three core values—Excellence, Connected Teams and Bold Leadership—are at the heart of everything we do. We strive for technical excellence, teamwork locally and internationally, and reward innovative thinking. We offer clear career development pathways, a competitive remuneration package including a bonus and private healthcare, an electric car scheme, and flexible benefits to suit your lifestyle.

We offer hybrid working, balancing remote work with in-office collaboration, and a dedicated flexible working policy to support you in tailoring your work life. For details, please get in touch.

We welcome applications from a diverse range of people who can enrich our company and contribute to an inclusive environment. Our programs support ongoing development and accountability to stay at the forefront of important issues.

The SYSTRA Wellness Programme offers support such as wellness champions, health checks, healthy eating workshops and seminars, plus two paid charity days and a growing social calendar.

About: Apply to learn more about how SYSTRA can support your career. If you require adjustments or financial assistance for your application or interview, please email: [email protected] which will be treated confidentially. We pledge to offer an interview to any candidates with a disability who meet the minimum criteria. We are always interested in hearing from you if you meet most but not all criteria for the role.