Document controller
2200-2700 €/mon.
gross
CVbankas.lt calculator data.
Full-time
Foreign country: Latvia
- COBELEC PS
Working at COBELEC
We are looking for a Document Controller who will own and manage day-to-day document control operations, ensuring strict compliance with naming conventions, version control, metadata accuracy, and workflow management within our Common Data Environment (CDE).
Reporting to the Document Control Lead, you will be the single point of truth for project document integrity and distribution, executing quality gate checks, tracking transmittals and review cycles, and maintaining master document registers to guarantee full auditability and seamless cross-functional collaboration throughout the project lifecycle.
Reporting to the Document Control Lead, you will be the single point of truth for project document integrity and distribution, executing quality gate checks, tracking transmittals and review cycles, and maintaining master document registers to guarantee full auditability and seamless cross-functional collaboration throughout the project lifecycle.
Requirements
- 1-3 years of experience in document management, administrative support, or office coordinator.
- Experience in construction, railway or infrastructure projects will be considered an advantage.
- Experience working with document management systems (DMS) such as SharePoint, Aconex, ASITE, Autodesk ACC.
- Good skills in working with MS Office, Outlook, PowerPoint, SharePoint; knowledge of any EDMS platform will be considered an advantage.
- Professional proficiency of English language.
Competencies
- Attention to detail.
- Digital adaptability.
- Time management.
Key responsibilities
- Assist in drafting, formatting, and updating controlled documents (procedures, forms, templates, manuals).
- Ensure all documents comply with organizational and Project standards, templates, and naming conventions.
- Track revisions and maintain accurate version control across all document types.
- Verify that each document includes required attributes per project rules, including revision, status/suitability for purpose, discipline/originator codes, and document identifiers.
- Prepare, issue, and track transmittals and document packages.
- Upload, update, and organize documents within the Document Management System (DMS) or approved shared platforms.
- Verify the accuracy and completeness of metadata, tags, and document indexing.
- Ensure all controlled documents meet internal quality and compliance requirements prior to release.
- Perform completeness and format gate checks before submissions, including correct folder, correct package naming, required attachments, templates, and PDF quality requirements where applicable.
- Support the Rejection and return of non-compliant submissions following the project procedure, record reasons for rejection, and track resubmissions to closure.
- Assist the Document Control Lead in maintaining the Master Document Registers and trackers for incoming, outgoing, superseded versions, and deliverable status.
- Validate information status and suitability codes prior to sharing/publishing, ensuring approvals are in place and traceable.
- Ensure audit trail is preserved by using the correct ACC/Asite functions for version replacement and superseding, avoiding orphan versions or mis-linked containers.
- Monitor document review and approval workflows to ensure timely completion.
- Follow up with responsible reviewers or approvers when actions are pending.
- Maintain and update document distribution lists as needed.
- Notify stakeholders about new releases, updates, and upcoming review or expiry deadlines.
- Coordinate review cycles and comment closure by tracking reviewer feedback, due dates, overdue actions, and re issue requirements per workflow.
- Support consolidation of comments and ensure responses are linked to the correct revision and transmittal.
- Provide support during internal and external audits through timely document retrieval.
- Collaborate with cross-functional teams (Engineering, HR, QA, Projects, etc.) to collect and validate required documentation.
- Assist in onboarding and training users on document management processes and system usage.
- Recommend improvements to document control procedures, templates, and workflows.
- Support configuration/change processes by ensuring document baselines, superseded information, and approvals are properly recorded, as directed by the Document Control Lead.
- Produce periodic reports for the Document Control Lead, including incoming/outgoing volumes, overdue reviews, rejection statistics, and register health checks.
- Support role-based access and distribution list maintenance as directed by the Document Control Lead, aligned with information security rules.
- Ensure mandatory metadata fields are completed consistently and aligned with project naming conventions and registers.
- Support the operation of CDE daily tasks, including transmittals, review workflows, approvals, publishing, controlled distribution, and document version superseding.
We offer
- Long-term employment opportunity within one of Europe's largest railway infrastructure projects (Rail Baltica).
- Opportunity to join a solid company within a leading infrastructure group.
- Professional growth in a dynamic, international environment.
- Ongoing training and support.
- Occasional travel to other project locations may be required based on project needs.
Salary
2200-2700
€/mon.
gross
Work place
COBELEC PS
COBELEC Rail Baltica is a consortium formed by the Spanish companies Cobra Instalaciones y Servicios S.A. (Cobra Group) and Elecnor Servicios y Proyectos. This consortium is responsible for the design, construction, and maintenance of the traction power substations and the electrification system for the 870 km of the new high-speed railway. The contract, valued at EUR 1.77 billion (excluding VAT),covers the full deployment of the Rail Baltica Energy (ENE) subsystem.
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