Document Manager

Job Description

Siemens Logistics is a leading provider of innovative products and solutions in airport logistics with baggage and cargo handling. With our technologies tons of baggage and other goods are managed and sorted every day. Our customers keep track of their processes along the complete supply chain with the help of our intelligent software solutions.

As a legally independent entity within Siemens, we offer the dynamics and benefits of a medium-sized company in the variety of opportunities of a global enterprise.

1. Objectives
The Document Manager endeavours to achieve compliance of the document management and control activities in a project within the defined project requirements and contractual stipulation in consideration of organizational standards.
It is the aim of the Document Manager to develop and maintain document management expertise within the project team. The Document Manager will implement organizational process assets and templates for the preparation, maintenance, management and control of documents.
The Document Manager will consider and manage lessons learned regarding document management & control.

2. Main Tasks
Document Management & Control Governance
• Enforce standards and processes related to the preparation, review, approval, storage and control of documents
• Liaise with the bid and the project team to ensure standards and processes are begin lived, a project’s Document Management Plan is produced and validated, maintained and adhered to
• Provide training for the engineers, document controllers, project assistances and other stakeholders involved in Document Management & Control
• Perform Document Management & Control process audits on project level, identify areas for improvement
• Promote best practices and apply repositories for lessons learnt, facilitate the development of processes and templates for technical and project management support
Project business
• Prepare the Document Management Plan and implement the required processes in the project organisation
• Participate in the project bid and setup phase, implement standards, processes, templates and tools in the project environment
• Support the setup of the Document List (internal and external documents required for the performance of the project) and identify with the team the planned preparation, submission and approval deadlines in consideration of the project schedule and required engineering efforts
• Implement a project Document Control System for the efficient and functional use in the project and ensure that all project documents undergo the applicable processes including, for example, review and approval processes
• Prepare and implement controlling and reporting tools including status charts, progress curves for document submittals & approvals, weekly document control reports etc.
• Monitor and control the development, review and approval, disclosure and exchange of documents internally and externally and highlight relevant deviations from plan to the project management
• Guide and support the project’s Document Controllers and Document Technicians in their respective tasks and obligations

3. Authorities
Full access to project contract & documentation, baselines (time, scope) status and progress information.
Audit and request improvements, if required, in relation to any planning and/or document management & control activities.

4. Responsibilities
Ensures performance of document management & control in compliance with applicable organizational and project requirements.
Warrants that baselines and progress information are managed and maintained to allow transparent reporting and effective control.

5. Skills
 Good analytical skills, good communication skills, efficient and effective in high-stress situations, highly flexible traveller, excellent tooler, Sharepoint proficient, MS Excel expert, proficient use of English language.

6. Education requirements
 >7 years of experience in project document management & control of large scale industrial projects, >2 years’ experience in similar position

Organization: Portfolio Companies

Company: Siemens Logistics Pte. Ltd. / PE Malaysia

Experience Level: Experienced Professional

Full / Part time: Full-time

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