Document Administrator

1 month ago

Bengaluru, India Siemens Full time

**Looking for challenging role? If you really want to make a difference - make it with us**

Meeting the need for smart mobility solutions

We’re making the lives of people who travel easier and more enjoyable while constantly developing new, intelligent mobility solutions.

**Your new role - challenging and future-oriented**
- Support the project in the EDM system (data ownership, folder structure, roles and access rights, archiving / classification criteria) in collaboration with data ownership manager / Offshore DM
- Creating and maintaining the project-specific document management plan (DM plan);
- Finalization of the document list (includes customer documents and internal project documents) with the project manager, the subproject managers and, where applicable, the customer
- Creating and maintaining the document list
- Clarification of interfaces and customer requirements regarding document management
- Management and distribution of all controlled documents and all formal correspondence ensuring consistency and traceability for all parties
- Delivering the contractually agreed customer documents (submittals) to external parties (e.g. customer, adviser, supplier) and/or to an intermediary local office. This also includes the entire correspondence relating to documents for these interfaces so as managing, distributing and documenting feedback, responses and incoming documents (from suppliers, installation site, customers or other third parties)
- Ensures correct versioning and revisioning by suitable methods including assignment of document numbers (placeholders) for all project deliverables externally and internally;
- Quality checks documents on formal aspects to meet project specifications
- Support of controlling for the timely document preparation in collaboration with the project scheduler
- Coordinates the translation of documents (translation management)

In coordination with project management, the following additional tasks:

- Conduct a document management kick-off workshop for all project members
- Training project employees on the DM process and the use of tools (e.g: SharePoint, SAP PLM etc.)
- Record/register formal correspondence for customer documents, disseminate to relevant project members
- Monitoring document status and correspondence scheduled dates (review comments, customer approvals) for submitted customer documents
- Clarifies and defines DM requirements in accordance with the contract / customer / consultant / onshore and offshore project team (templates, review and release procedures and workflows, submission procedures, translation procedures)
- Supporting project management in improving documentation management in the project
- Participating in project meetings, discussions with the customer and, where applicable, customer visits
- Supporting the archiving of project documentation in the EDM system

**We don’t need superheroes, just super minds**
- Must carry 2 to 5 years of experience in relevant position
- Have relevant experience as a Documentation manager in large project environment
- Have knowledge of project management
- Have knowledge of Railways Signaling domain
- Have good communication skills
- Able to work with different teams, sometimes situated in other offices or countries
- Must have experience conducting meetings and presentations.
- Understanding of version and revision control
- Good understanding of technical and engineering terminology with clear understanding of document lifecycles and project phases

**We’ve got quite a lot to offer. How about you?**

This role is based in Pune. You’ll also get to visit other locations in India and beyond, so you’ll need to go where this journey takes you. In return, you’ll get the chance to work with teams impacting entire cities, countries - and the shape of things to come.

**Organization**: Siemens Mobility

**Company**: Siemens Technology and Services Private Limited

**Experience Level**: Experienced Professional

**Full / Part time**: Full-time

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