Project Document Control Manager

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, 74,000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Could you be the full-time Project Document Control Manager in Ortigas, Philippines we’re looking for?

Purpose of the Job:

• Define and implement Documentation Management within the Project/Program/Bid organization (in Leading Unit and coordinate in all Participating Units).
• Coordinate Documentation activities along life cycle of project and in line with Project Contractual obligations.
• Define and Monitor complete Project / Program / Bid Documentation, and prepare related reporting
• Execute Documentation Life Cycle.
• Build the Documentation Management Plan (DMP) in compliance with the contractual requirements.
• Be the main contact with the Customers, the Partners, the core team, all métiers involved in the Project (documentation requirements, contractual documents to deliver, etc.).
• Main user of the EDMS for the projects (create the project tree, manage and deploy EDMS). In case of specific EDMS contractual requirement, manage with Digital Services support, the implementation of such tool for the Project (incl. All Participating Units).
• Accountable that the Project Documentation is properly archived
• Proactive role in the Project / Program / Bid in terms of implementation of documentation culture.

Your future role (Key responsibilities): 

• AFC or PSD subsystem skills for Tender & Project.
• Is responsible, within its team, of the deployment and execution of the documentation management process,
• Creates and updates Documentation Management Plans (DMP) in line with the customer contractual requirements and shares it with project internal stakeholders.
• Define and Deploy the Documentation numbering system
• Define and Deploy the Project Working documents single repository (in Teams, SharePoint, etc...)
• Manages the documentation management Internal & External requirements.
• Follows and makes sure rules defined in the DMP are understood and applied by every team member
• Creates the formatting of official Alstom templates according to contractual requirements & ensures that stakeholders use them
• Collects all documents (inputs) from the Project and place them in Project DML (Documentation Master List)
• Coordinates all the DMLs to obtain the complete version of the project (a single final version) if we have several product line DMLs.
• Ensures documentation is properly validated before any submission to Customer
• Is responsible of the external diffusion of the Documentation and follows that the contractual documents is correctly delivered with the Contractual Documentation List (CDL).
• Adapts and implements the documentation structure in accordance with standards.
• Updates and uses documentation Internal and External distribution List
• Manages the documentation management activities of the Project and supports and challenges Sub-system levels (PM2020 organization)
• Manages, Setup and deploys EDMS with tools support team & train new users and manage access right to EDMS.
• Performs the role of EDMS Key User (if no Site EDMS key user) & First level support to EDMS users
• Participates to configuration & change reviews to guarantee integration in all activities of the team members that are involved with documentation.
• Defines & analyses documentation reporting, indicators to be provided by Documentation Controller and report analysis to its department head, PM& Core Team Manager, team members and Customer (when required).
• Monitors the document milestones associated with payment milestones and alerts Project/Program/Bid Manager in case of risks (delays) and prepare related reporting
• Manages, in applying internal rules/instructions, Document translation, record management and physical archiving and sends these translated documents to the external stakeholders.
• Participates in Gate review, Internal and External quality inspection.
• Suggests improvements of the activity (REX on documentation issues: process, organisation)

During tender phase: only for High Criticality tender & on demand, assess gaps between Alstom standards & Customer requirements, make warning if major ones, evaluate cost impact for tender team and calculate the cost of Documentation Management for the project with all documentation stakeholders. 

Key Job Authorities and Dimensions:

• Manages a team of Documentation Controllers when necessary.

Performance Measurements:

• Documentation Management KPIs (Quality, Delivery of in contractual documentation in due time)
• Adherence to process, measured by process inspections
• Perform overview about documentation milestones in general, payment milestones, penalties.

Competencies & Skills:

• Bachelor / Master’s degree.
• Minimum 5 years of experience in documentation management.
• Minimum 7 year of experience in documentation management if no Bachelor degree.
• Fluent in English.
• Good Knowledge in MS office and Analytical tools.
• Good Knowledge in preparing dashboards and KPI.
• Good knowledge of project documentation standards.
• Ability to understand the engineering and industrial processes.
• Ability to contribute or drive construction, implementation, run of EDMS tool on a project
• Structured Way of Working (Process Oriented, capability to diagnose complex situations / organizations with continuous Improvement mindset).
• Ability to challenge project team, good Communication and interpersonal skills, excellent team worker. Capability to work with multi-sites & international teams.
• Know notions of change and configuration management.
• Knowledgeable of Railway domain
• Knowledge of EDMS tools
• Engineering environment awareness

Things you’ll enjoy:

Join us on a life-long transformative journey – the rail industry is here to stay, so you can grow and develop new skills and experiences throughout your career. You’ll also:

• Enjoy stability, challenges and a long-term career free from boring daily routines.

• Collaborate with transverse teams and helpful colleagues.

• Utilize our hybrid working environment.

• Steer your career in whatever direction you choose across functions and countries.

• Benefit from our investment in your development, through award-winning learning.

• Benefit from a fair and dynamic reward package that recognizes your performance and potential, plus comprehensive and competitive social coverage (life, medical, pension).

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note:

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 70+ countries we operate in. We’re committed to creating an inclusive workplace for everyone.