Document controller – Belgium (On-site)

Hive-X; Dessel; Sur place; EUR 45 000 - 60 000; Plein temps

Résumé du poste

Hive-X in Dessel, Belgium is seeking a Document Management Coordinator to oversee and optimise document flows, ensuring compliance with legal standards. The role entails managing the Document Management System, conducting audits, and providing training.

The ideal candidate has strong coordination and communication skills, with a focus on maintaining the integrity and traceability of project documentation. This position is crucial for project success and involves active stakeholder engagement.

Qualifications

• Experience in managing document workflows and approval processes.
• Strong skills in ensuring compliance with internal guidelines and legal requirements.
• Ability to train internal and external parties on document management processes.

Responsabilités

• Manage, optimise and set up the Document Management System and approval flows.
• Check authorisations and monitor document versions and approvals.
• Provide administrative support for internal and external audits.

Connaissances

Document Management Systems

Coordination

Process optimisation

Stakeholder communication

Description du poste

Belgoprocess is a semi‑public company that plays a key role in the safe processing of radioactive waste and the dismantling of nuclear installations in Belgium. The company combines technological expertise, innovation and a strong focus on sustainability to contribute to a secure future.

Position overview

The role is responsible for preparing, supporting and monitoring document flows (submission, review, approval, release) and for recording the underlying coordination to ensure efficient time management and strict compliance with document management procedures.

Responsibilities

• Manage, optimise and set up the Document Management System (DMS) and approval flows to guarantee correct operation and tailor workflows to the specific needs of projects.
• Technically adapt the standard approval flow within projects by incorporating additional steps in collaboration with project stakeholders.
• Check authorisations, grant correct access to specific information, and monitor document versions, revisions and approval flows to ensure the most up‑to‑date information.
• Manage, control and coordinate the full lifecycle of project, CE and operational documentation to ensure integrity, traceability and availability in accordance with internal guidelines and legal requirements.
• Register, maintain and centralise project documents (such as as‑built, operating and construction files) in the system provided for this purpose.
• Monitor traceability between documents, changes and associated approvals.
• Provide administrative preparation and support for internal and external audits by delivering correct and complete documentation.
• Check, register and classify documents for completeness and formal requirements, building quality files that meet project agreements.
• Perform a formal check of documents based on a standardised checklist, ensuring correct naming and document structure without substantive assessment.
• Act as a central point of contact for document‑related questions, raising awareness among project teams to promote a uniform and high‑quality working method.
• Provide training and explain processes and flows to internal and external parties (such as contractors) to ensure smooth cooperation.
• Address stakeholders when documents are stuck, proactively identifying bottlenecks or risks for the project leader.
• Support project managers with documentation planning and prepare reports on the status of documents.
• Manage, monitor and perform additional administrative tasks to support the operational progress of projects and facilitate rights management regarding documentation.
• Create, monitor and manage access to documentation for external employees.
• Provide general information exchange, manage project mailboxes and take minutes during meetings, proactively identifying risks and making improvement proposals within document management processes.