Information & Document Control Coordinator

Job Title

Information & Document Control Coordinator

Job Description

Introduction to role

Vanderlande is the global market leader in baggage handling systems for airports, and sorting systems for parcel and postal services. Working within the Project Execution the information management team supports all UK airport projects’ delivery by managing and controlling documents within the Vanderlande document management systems, coordinating documents delivery in customers’ databases and document control systems, and supporting projects’ handover process by managing the delivery of the technical O&M manual or Health & Safety File.

Role Responsibilities

This role would suit somebody who is a team player, perfectionist, who is capable of working in a specialist and technical area of expertise. The incumbent should be organised, thorough, enjoy challenging situations and have the persistence to see a job through to conclusion. Getting things right, attention to detail, ensuring quality and standards are met and reducing error to a minimum are important factors in this position. Researching and gathering facts, working with formulas and to specifications is also part of the job. If you are a logical and systematic person, conventional, accurate, methodical, self-starter, serious, probing, objective, self-reliant, and inquisitive by nature, this role would suit you.

The role requires a specific technical and administrative skillset, including knowledge of Vanderlande product, customer Information (documentation and asset) Management processes, tooling, understanding the connection between physical assets and technical documentation, and handover requirements.

You work closely with Project Managers and Engineering Project Leaders in the Project Execution Department.

You also cooperate with Engineering, Planning, Commercial and Integration Management groups.

Your responsibilities and activities will include

• Providing support to project teams in generating and updating documents, utilizing agreed templates and processes.
• Managing review and document release processes to client databases.
• Supporting project teams in maintaining project generated and system related records and organising & facilitating consolidation of records and archiving for future reference.
• Ensuring appropriate document review and approval signatures are obtained by document owners, maintaining the audit trail.
• Supporting projects’ handover process by managing the delivery of the technical O&M manual or Health & Safety File.
• Working with project teams to ensure subcontractors and resale suppliers information relevant to projects are provided (to and from) in a timely manner and ensure records are maintained to provide an effective audit trail.
• Liaising with project teams, Vanderlande internal as well as suppliers and subcontractors, to understand scope and phasing of information management requirements.
• Actively contributing to continuously improving information management tools and processes.
• Providing first line support to Project Execution team members in the use of information management tooling.
• Ensuring that project documentation is fit for purpose and conforms to all contractual, legal and statutory regulations, such as CE and CDM.
• Liaising with the client’s documentation/ information management team to ensure smooth records handover.
  
  

Role Qualification and Skills

• Previous experience in information management/ document control related activities.
• Experience with EDMS, information management and collaboration applications such as SharePoint, Business Collaborator, Documentum, Aconex, M-Files or Autodesk Construction Cloud.
• A bachelor’s degree (or working towards) in Business, Administration, Engineering, or a related field is desirable.
• Able to accurately & clearly process information provided and maintain high standard.
• Organised and methodical approach with good attention to detail.
• Team player, strong interpersonal and stakeholder management skills, excellent communication skills.
• Logical and systematic, IT literate, working with formulas and specifications, with strong attention to detail.