Project Documentation Controller

Req ID:522250

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

PURPOSE OF THE JOB

• Implement and support Documentation Management across the SER & AML4 Project.
• Monitor and control project documentation throughout its full lifecycle using the Documentation Master List (DML).
• Provide operational support to the SER Director and Project Manager to ensure timely and compliant documentation delivery.
• Perform internal document validation (AVVA) prior to submission to the Customer.
• Ensure accurate, complete, and compliant archiving of all project documentation.
• Act as a proactive contributor to promoting documentation standards, efficiency, confidentiality, and effective communication within the project team.

KEY RESPONSIBILITIES

• Provide administrative and organizational support to the Project team, including diary and email management, meetings, travel arrangements, expenses, and visitor coordination.
• Act as a central point of contact for internal stakeholders and customers, ensuring effective communication and professional coordination.
• Prepare project reports, presentations, agendas, and minutes; support project reviews and management meetings.
• Support onboarding of new team members and ensure smooth day-to-day office and project operations.
• Apply the Documentation Management Plan (DMP), metadata rules, and documentation standards (templates, references, versions, numbering).
• Manage and maintain the project’s single documentation repository (e.g. Teams, SharePoint, EDMS).
• Control, register, and track all technical and management documentation, including updates to the Documentation Master List (DML) and Customer Document List (CDL).
• Coordinate internal validation (AVVA) of documents and prepare documentation submissions to Customers and Partners in line with contractual requirements.
• Monitor documentation status, distribution, and archiving (electronic and physical), and provide inputs to documentation dashboards and reports.
• Support gate reviews, collaborate with the Project Documentation Manager (PrDM), and contribute to continuous improvement of documentation processes.

EDUCATIONAL REQUIREMENTS

• Bachelor’s degree or equivalent.
• Competent user of Microsoft Office (Word, Excel, PowerPoint, Outlook) and standard digital tools.
• Bachelor’s degree in a related field is considered a plus.

EXPERIENCE

Mandatory

• Good understanding of the organization and cross-functional ways of working.
• Basic knowledge of the local market.
• Flexible, well-organized, and able to manage multiple tasks and priorities.
• Minimum 2 years of experience in Documentation Control in the absence of a Bachelor’s degree.

Desirable

• Experience in the railway sector.
• Familiarity with EDMS or documentation management tools.
• Experience in a project-based or engineering environment.

COMPETENCIES & SKILLS

• Trustworthy, discreet, and able to handle confidential information.
• Sense of urgency with a responsive and service-oriented mindset.
• Autonomous, proactive, and able to anticipate and resolve issues.
• Structured and process-oriented way of working, with strong attention to quality.
• Strong communication and interpersonal skills; effective team player and customer-focused.
• Fluent in English, with good command of the Microsoft Office suite.
• Ability to understand engineering and industrial processes.
• Basic knowledge of Change and Configuration Management principles.

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.

Job Type:Experienced