Document Control Specialist

Are you a well-organized, proactive, and detail-oriented professional with strong IT skills? Would you like to work in an international environment and support exciting projects across the globe?

We are looking for a Document Controller / Document Management Specialist to join our team in Gdynia.

In this role, you will support international project teams in managing project documentation, ensuring its accuracy, quality, traceability, and timely delivery to customers. You will work closely with project teams and customers, taking responsibility for document workflows and the effective use of digital document management systems.

Responsibilities

• Support project teams in all aspects of document control and management.
• Establish and maintain efficient document management procedures and Business process model workflows.
• Ensure document quality, accuracy, and compliance before submission to customers.
• Manage document registration, metadata, revisions, and tracking in internal systems, such as Teamcenter.
• Coordinate incoming and outgoing documentation through customer-specific portals and document management systems.
• Ensure timely distribution of documents to relevant stakeholders.
• Monitor document status, deadlines, and project deliverables.
• Act as the main contact point for customer document controllers.
• Prepare document status reports and trackers.
• Identify opportunities to improve document management processes and the use of digital tools.

Requirements

• Proven experience in document control or document management, preferably within large-scale projects.
• Good understanding of document lifecycle management, revision control, metadata, and digital workflows.
• Ability to quickly learn and independently work with new IT applications, databases, and customer-specific platforms.
• Good working knowledge of Microsoft Office applications, particularly Excel, Word, and Outlook.
• Excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities effectively.
• Proactive and solution-oriented approach, with the ability to work both independently and as part of an international team.
• Flexibility and adaptability to organizational, process, and system changes, while maintaining operational efficiency and supporting the implementation of new ways of working.
• Good understanding of AI-assisted tools and the ability to use them effectively and responsibly to support document management activities, data processing, information retrieval, reporting, and workflow optimization.
• Strong communication and interpersonal skills.
• Fluency in written and spoken English.

Nice to Have

• Experience working with Electronic Document Management Systems (EDMS), preferably Teamcenter or similar platforms.
• Strong IT proficiency and confidence in working with digital tools and systems.