Team Coordinator — Software Releases and Documentation for NATO with security clearance

Wlgroup; Henegouwen; Sur place; EUR 42 000 - 64 000; Plein temps

Résumé du poste

Wlgroup is seeking an organised Document Management Specialist to own change control processes, archive vendor releases, and maintain a busy lab/production environment. You will handle the team mailbox, publish lab content, and track configuration drift while producing clear post-change reports.

The role requires strong Office expertise, SharePoint experience, and proactive communication across technical and non-technical teams.

Qualifications

• Several years in a document management system and SharePoint content.
• Excellent command of Office apps and Acrobat; strong Outlook skills.
• Experience with Excel for data filtering and trend analysis.
• Organised, detail-oriented with strong follow-up discipline.
• Proactive communication across technical and non-technical colleagues.
• Nice to have: familiarity with cyber security concepts and PM exposure; TOGAF, ArchiMate or ITIL certs.

Responsabilités

• Follow vendor releases, download, package and archive with guides and change logs.
• Raise internal change requests and manage approvals through to completion.
• Run the team mailbox: track open items, chase non-responders and send reminders.
• Keep the lab portal current: replace superseded content and publish new releases.
• Ensure lab and production configs align with approved versions and drift tracking.
• Generate post-change reports and Excel analyses with a concise summary.
• Document procedures, take minutes, track actions and maintain the repo.
• Support the team: spreadsheets, onboarding, visitor logistics and room bookings.

Connaissances

Document management

Office suite

Outlook & calendars

Excel statistics

Communication

Cyber security concepts

PM exposure

TOGAF

ArchiMate

ITIL

Outils

SharePoint

Outlook

Acrobat

Excel

Description du poste

Engineering teams run on the things nobody sees: the change paperwork that gets filed on time, the mailbox where nothing goes unanswered, the portal that actually holds the current version. A multinational defence organisation is looking for the person who owns all of that for a security engineering team.

What you would be doing

• Following vendor releases, then downloading, packaging and archiving them with the guides, release notes and change logs that belong beside them.
• Raising internal change requests and carrying the approval and compliance paperwork through to the end.
• Running the team's shared mailbox: tracking what is open, chasing the engineer who has not replied, sending the reminder, and keeping the closure status visible.
• Keeping the team's web portal current — replacing superseded material, publishing new releases, and checking a package is complete before it goes up.
• Making sure the lab reflects the approved versions and the configuration the engineers asked for, and tracking where lab and production have drifted apart.
• Following changes after they land: the post-change report, the analysis in Excel, and a short structured summary that tells the engineers what to correct.
• Writing down procedures and workflows, taking minutes, tracking actions, and keeping the documentation repository in a state where the next person can find things.
• General support around the team: spreadsheets and reporting inputs, onboarding newcomers, visitor logistics and room bookings.

What you would bring

• Several years working inside a document management system, and the same again with SharePoint content.
• Confident daily use of Office and Acrobat, with real depth in Outlook — shared calendars, tasks and the discipline that goes with them.
• Statistical work in Excel: filtering, grouping and reading a trend rather than a row.
• Organisation and follow-up as a habit, an eye for detail in documents, and the tact to chase a busy engineer without friction.
• Proactive communication across technical and non-technical people alike.
• Nice to have: familiarity with allied procedures and forms, a grounding in cyber security concepts, project management exposure, and certifications such as TOGAF, ArchiMate or ITIL.

Extensions are offered where the work goes well. Applications are reviewed as they arrive.