Overview of company
Indra is one of the leading global technology and consulting companies and the technological partner for the core business operations of its customers worldwide. It is a world leader in providing proprietary solutions in specific segments in Transport and Defence markets, and the leading firm in Digital Transformation Consultancy and Information Technologies in Spain and Latin America through its affiliate Minsait. Its business model is based on a comprehensive range of proprietary products, with a high-value focus and with a high innovation component. In the 2023 financial year, Indra achieved revenue of € 4.34 billion with 58,000+ employees, a local presence in 46 countries, and business operations in over 140 countries.
At Indra, innovation is in our DNA. We promote the digitalization of transport to achieve more sustainable, safe, reliable, resilient, and accessible mobility and infrastructure.
We strive towards a reduction of accidents, improvement of safety, and the protection of travellers and infrastructure.
We facilitate more efficient and less polluting transport management, optimizing the use of public resources, reducing the carbon footprint, promoting sustainable mobility policies, and improving air quality.
Role overview
We are seeking a highly motivated and dynamic individual to join our team as a Document Controller for a new ticketing project. As part of our organization, you will play a crucial role in supporting the project management team by coordinating project activities, ensuring projects are executed efficiently, safely, and on schedule, and ensuring adherence to the NGT contract. This position requires a candidate with a strong engineering background, 2-3 years of relevant work experience, and familiarity with NGT contracts.
Purpose of position and responsibilities
You will be a key member of the Irish branch transport team based at the Indra site in Dublin.
The Document Controller will oversee the lifecycle of documents, including creation, revision, approval, distribution, and archiving. Maintain an organized and easily accessible repository for all project-related documents.
* Ensure that documents are properly versioned and that all stakeholders have access to the most up-to-date versions.
* Verify the accuracy and completeness of documents, adhering to established standards and formatting guidelines.
* Monitor and track changes to documents, ensuring that all revisions are properly documented and communicated.
* Handle the controlled distribution of documents, ensuring that they reach the appropriate recipients in a timely manner.
* Coordinate document review processes, collecting feedback and ensuring timely approval and sign-off from relevant stakeholders.
* Exit Management Plan (EMP) Support, ensuring that all documents of NGT Solution are updated and easily accessible to authorized personnel (NTA or/and new service provider).
Key Responsibilities:
1. Document Management:
o Set up, manage, and maintain the project’s document control system, ensuring proper storage and easy retrieval of documents.
o Maintain document registers and logs for incoming and outgoing project documents.
o Ensure all documents are up to date, correctly labelled, and version controlled.
2. Document Control Process:
o Implement and enforce document control processes, procedures, and policies.
o Manage the distribution of documents to internal and external stakeholders, ensuring the correct recipients receive the correct documentation on time.
o Monitor document submissions and approvals, ensuring adherence to deadlines and quality standards.
o Archive project documentation upon project completion, ensuring all relevant materials are stored securely for future reference.
3. Communication & Coordination:
o Liaise with project managers, engineers, and other team members to ensure that document control procedures are understood and followed.
o Communicate regularly with all stakeholders to ensure that document requirements are met and that any issues are resolved promptly.
o Coordinate with subcontractors and suppliers to ensure they comply with document control requirements.
4. Quality Assurance:
o Perform regular audits of the document control process to ensure compliance with project standards and regulations.
o Verify that all documents, such as specifications, drawings, manuals, and certificates, meet quality standards before distribution.
5. Reporting:
o Generate regular reports on document status, identifying any outstanding issues or upcoming deadlines.
o Prepare documentation for project meetings and reviews, ensuring that all necessary information is available.
Person specification
Essential
* Bachelor’s degree or equivalent experience in a related field.
* At least 3 years of experience as a Document Controller in the transportation or ticketing sector.
* Familiarity with document control systems and tools (e.g., SharePoint, Aconex or similar).
* Strong organisational skills with attention to detail.
* Ability to manage and allocate resources effectively to ensure document control processes are cost-efficient and within budget.
* Commitment to maintaining secure and organized document storage and handling practices to ensure compliance with safety standards and data integrity.
* Ensures all documents meet company standards for accuracy, completeness, and consistency before distribution or filing.
* Ability to oversee and guide the document control team, ensuring adherence to processes and continuous improvement.
* Strong written and verbal communication skills for effectively coordinating with teams, stakeholders, and external partners.
* Skilled in identifying issues within document management processes and implementing effective solutions to maintain workflow efficiency.
Desirable
* Familiarity with document control systems and tools (e.g., SharePoint, Aconex, or similar).
* Strong organizational skills with attention to detail.
* Excellent communication skills, both written and verbal.
* Ability to work independently and manage multiple priorities.
* Familiarity with ISO standards related to documentation (e.g., ISO 9001).
* Knowledge of Microsoft Office tools.
* Knowledge of Spanish language.
Comprehensive Employee Benefits Package
* Holidays: 24 days per annum + Irish bank holidays (options to buy/sell days)
* Pension – 7% employee and 7% employer
* Private medical insurance (including dental & optical)
* Flexible/hybrid working options
* Charitable initiatives
* Learning and development programs
* Travel & expense allowances
* Innovative & collaborative work environment
Indra is an equal employment opportunity employer. Applicants are considered without regard to race, colour, religion, sex, sexual orientation, gender identity, origin, disability or other characteristics protected by law.
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