LEAD DOCUMENT MANAGER (VVT-188)

Siemens Mobility is a separately managed company of Siemens. As a leader in transport solutions for more than 160 years, Siemens Mobility is constantly innovating its portfolio in its core areas of rolling stock, rail automation and electrification, turnkey systems, intelligent traffic systems as well as related services. With digitalization, Siemens Mobility is enabling mobility operators worldwide to make infrastructure intelligent, increase value sustainably over the entire lifecycle, enhance passenger experience and guarantee availability. We put people first: we live up to a culture of team spirit, trust and mutual respect, valuing ambition and empowerment. Our culture celebrates diversity and inclusion, reflecting society with various backgrounds, nationalities, expertise, and mindsets. At Siemens Mobility, you will find the trust and freedom to excel and to create a better tomorrow with us.

We would like to join a Lead Document Manager who will be part of our Project Execution International Team. The Lead Document Manager manages and maintains ProjectWise CDE for International Projects, as well as other document management tools (Sharepoint, BIM360), supporting the company’s goal of transitioning from project-specific processes to a business-wide methodology based on international industry standards. This role ensures that ProjectWise serves as an internal EDMS for efficient production, sharing, and storage of deliverables. Responsibilities include process documentation, user guidance, and training.

MAIN TASKS

As Lead Document Manager in the International Portfolio you are responsible for:

1. Managing the Electronic Document Management System (EDMS) of the international portfolio according to industry standards and business regulations. This includes project environment, including project setup, access setup, roles and rights, user support, and issue resolution in collaboration with other departments.
2. Ensuring project environment meets document management requirements.
3. Authoring and publishing processes, procedures, and user guidance; designing and delivering training.
4. Providing expert advisory for configuration and delivery of new technology solutions, managing requirements, funding, and milestones.
5. Overseeing implementation and testing of new technology solutions, including user acceptance testing and technical testing.
6. Standardized reporting on the current state of document statutes across the entire portfolio.
7. Maintain and follow the established quality checklists/guidelines to ensure implementation of industry quality standards.
8. Setting up electronic workflows for document routing.
9. Participation in project meetings, discussions with the customer and, where applicable, customer visits.
10. Coordinate and support the local Document Controller in the Regional Office.

When working in a specific project, you are responsible for:

1. Defining, creating, updating and communicating the project-specific document management plan including all interfaces of document management to be described.
2. Checking of the document management requirements in the project.
3. Checking of compliance with the activities described in the document management plan.
4. Creation of the project document list – coordinate and plan project documents with the project team and any further interface partners; maintenance of the document list.
5. Planning, controlling, monitoring and reporting of project documents in the Document List.
6. Create, update and maintain attributes and metadata for proper document handling.
7. Create, update and maintain document placeholders, ensuring their traceability throughout the project lifecycle.
8. Formal checking of project documents.
9. Controlling of on-time document creation in cooperation with the scheduler or as part of the DM’s own management competence in cooperation with the project manager and any further interface partners.
10. Delivering the contractually agreed project documents to defined partners.
11. Monitoring of deadlines for required replies (comments, customer approvals) to project documents.
12. Briefing and training of project staff on the document creation process and usage of the necessary tools.
13. Works closely with project teams to distribute the documents efficiently and accurately in a timely manner.
14. Liaise with external stakeholders to coordinate document exchanges and approvals.

EXPERIENCE & KNOWLEDGE REQUIRED

1. Business Administration degree or relevant experience in a related field.
2. 7+ years’ experience in large scale industrial projects, preferably railway infrastructure solutions.
3. 5+ years’ experience as a Document Manager, preferably in a lead role.
4. 3+ years’ experience with EDMS Tools (Aconex, Documentum, ACC, ProjectWise…) as administrator.
5. Professional qualifications with strong knowledge of international DM standards, desirable knowledge of ISO 19650.
6. Strong leadership and communication skills, both orally and in writing.
7. Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) including Communication software (Outlook, Teams).
8. Excellent collaboration skills with internal and external stakeholders.
9. Experience in analytical reporting.
10. Committed to continuous improvement, proactive learning, and effective communication with internal and external stakeholders.
11. Collaborate with the local document control team keeping team spirit and harmony among the project team.

If we all thought the same, we would never think of anything new! That’s why we recruit great minds from all walks of life. We recognise that building a diverse workforce is essential to the success of our business, therefore we encourage applications from a diverse talent pool. We welcome the opportunity to discuss flexibility requirements with our applicants to encourage agile working and innovation. Flexibility is our main benefit. We combine remote and presence work because work-life balance and wellbeing are essential for our teams.