Document Controller - Rail Projects & Bids

Project / Program / Bid Document Controller

to support complex railway projects within an international and highly regulated environment.

This role plays a key part in ensuring structured, compliant, and efficient documentation management across the full project lifecycle, from bid phase to delivery and final archiving. This is not a purely administrative position. We are seeking a structured and process-oriented professional who can operate at the intersection of engineering documentation management, contractual compliance, project governance and lifecycle control, cross-functional coordination within railway programmes.

Documentation Governance & Lifecycle Management:

• Implement and manage the Documentation Management Plan (DMP) within the assigned Project/Program/Bid
• Monitor and control the complete documentation lifecycle using the Documentation Master List (DML)
• Ensure proper version control, templates compliance, metadata accuracy, and document identification
• Define and deploy document numbering systems and structured repositories (e.g., SharePoint, Teams, EDMS platforms)
• Ensure proper electronic and physical archiving of project documentation

Contractual & Customer Documentation Control:

• Manage contractual documentation submissions in line with customer requirements
• Verify internal validation of documents prior to external submission
• Track documentation status, milestones, and submission deadlines
• Support billing and contractual milestones linked to documentation deliverables
• Update contractual templates and ensure alignment with project-specific obligations

Coordination & Stakeholder Interface:

• Work closely with Project/Program/Bid Managers and Sub-System Managers
• Interface with suppliers and external partners for documentation exchange
• Coordinate with the Documentation Manager and relevant process owners
• Participate in gate reviews and milestone validations
• Contribute to documentation dashboards and KPI reporting (quality, timeliness, compliance)
• Ensure adherence to internal documentation standards and processes
• Identify improvement opportunities related to documentation workflows, tools, and governance
• Support process audits and inspections

• French C1 and fluent English are mandatory.
• Bachelor’s degree (preferably in technical documentation, engineering, or related field)
• 3+ years of experience in documentation control, ideally in engineering or infrastructure projects
• Experience in railway, transportation, or other highly regulated industries is mandatory.
• Knowledge of EDMS platforms and collaborative repositories
• Understanding of documentation lifecycle management and configuration control
• Familiarity with contractual documentation processes
• Good knowledge of Microsoft Office tools
• Structured, process-driven way of working
• Ability to understand engineering and industrial environments
• Strong communication and coordination skills

Seniority: 3 years of experience

Type of employment: hybrid (3 days on-site mimum)

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