HSSEQ Document Administrator

WSP COLOMBIA SAS; Bogotá; Presencial; COP 40.000.000 - 70.000.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Competitive compensation

Comprehensive benefits program

Flexible work arrangements

Professional development and growth

Descripción de la vacante

WSP COLOMBIA SAS seeks a detail-oriented Document Administrator to format HSSEQ documentation, apply branded templates, and ensure high-quality publication across Word, Excel, PowerPoint, SharePoint, and Teams.

The role emphasizes document control, revision tracking, and bilingual translation support (English/French) as needed, with strong attention to detail and collaboration within HSSEQ workflows.

Formación

• Diploma or Bachelor's Degree in Business Administration, Communications, Documentation Management, Information Management, Translation, Linguistics, or a related field.

Responsabilidades

• Format HSSEQ documentation with approved templates.
• Apply corporate templates to ensure layout consistency.
• Proofread and format documents prior to publication to ensure professionalism and accuracy.
• Maintain document structure consistency across types.
• Utilize Word features: styles, templates, headings, pagination, tables, cross-referencing, and TOC management.
• Support with Excel, PowerPoint, SharePoint, and Teams.
• Assist with Visio diagrams when required.
• Apply document control best practices and track revisions and publication status.
• Maintain electronic repositories in SharePoint and Teams.

Conocimientos

MS Word advanced

Templates & styles

Headings & TOC

Cross-references

Document navigation

TOC automation

Excel

PowerPoint

Teams

SharePoint

Visio

QA principles

Version control

AI Copilot

Translation support

Bilingual docs

Educación

Diploma or Bachelor's Degree in Business Administration, Communications, Documentation Management, Information Management, Translation, Linguistics

Herramientas

MS Word templates

MS Excel

MS PowerPoint

SharePoint

Descripción del empleo

Key Responsibilities

Document Formatting & Quality Assurance

• Format a wide range of HSSEQ documentation, including:
• Policies
• Procedures
• Guidelines
• Work Instructions
• Job Safety Analyses (JSAs)
• Workflow Diagrams
• Forms and Templates
• Apply approved corporate and branded templates to ensure consistency in layout, structure, format, and presentation.
• Proofread and format documents prior to publication to ensure professionalism, accuracy, and consistency.
• Ensure high standards of document quality and visual presentation.
• Perform document quality reviews to verify formatting compliance and readability.
• Maintain consistency in document structure across all documentation types.
• Utilize advanced Microsoft Word capabilities, including:
• Styles and Templates
• Headings
• Pagination
• Tables
• Cross-Referencing
• Table of Contents Management
• Support documentation activities using Microsoft Excel, PowerPoint, SharePoint, and Microsoft Teams.
• Assist with workflow diagrams and process documentation using Microsoft Visio when required.

Document Administration & Control

• Apply document control best practices to ensure effective governance and maintenance of HSSEQ documentation.
• Assign and maintain document numbering and revision controls in accordance with established procedures.
• Track document updates, revisions, approvals, and publication status.
• Maintain organized electronic document repositories within SharePoint and Teams environments.
• Ensure original and revised document versions are correctly identified and archived.
• Support document lifecycle management activities.
• Monitor document update schedules and ensure documentation remains current and compliant.
• Maintain accurate records related to document revisions and approvals.
• Support continuous improvement initiatives related to document governance processes.

Translation Support (English ? French)

• Provide first-level English-to-French translation support for bilingual document preparation.
• Support French-to-English translation activities as required.
• Utilize Microsoft Copilot and approved tools to assist in initial translation preparation.
• Ensure translated documents maintain consistency with source-language content.
• Verify that bilingual documents are properly formatted and aligned with organizational standards.
• Collaborate with HSSEQ reviewers responsible for final translation verification and approval.
• Support quality assurance activities to ensure consistency across English and French documentation.

Position Requirements

Education

• Diploma or Bachelor's Degree in Business Administration, Communications, Documentation Management, Information Management, Translation, Linguistics, or a related field.

Experience

• 3 to 5 years of experience in document administration, document control, content formatting, administrative support, or related roles.
• Experience managing controlled documentation within corporate environments.
• Experience working with document management systems and collaborative platforms.
• Experience supporting bilingual documentation processes is highly desirable.

Technical Skills

• Advanced proficiency in Microsoft Word, including:
• Styles
• Templates
• Headers and Footers
• Cross-References
• Document Navigation
• Automated Tables of Contents
• Strong knowledge of:
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• SharePoint
• Experience with document control and version management practices.
• Knowledge of document governance and quality assurance principles.
• Experience with Microsoft Visio is considered an asset.
• Familiarity with AI-enabled productivity tools, including Microsoft Copilot.

Languages

• Advanced English proficiency (written and spoken).
• Advanced French proficiency (written and spoken) preferred.
• Spanish proficiency is considered an asset.

Key Competencies

• Exceptional attention to detail.
• Strong organizational and document management skills.
• Excellent written communication abilities.
• Quality and accuracy orientation.
• Time management and prioritization skills.
• Problem-solving capabilities.
• Customer service mindset.
• Ability to manage multiple priorities simultaneously.
• Collaboration and teamwork.
• Adaptability and continuous learning.
• Commitment to confidentiality and professionalism.

What We Offer

• Competitive compensation package.
• Comprehensive benefits program.
• Flexible work arrangements.
• Professional development and career growth opportunities.
• Exposure to global teams and international projects.
• Access to innovative technologies and digital tools.
• Inclusive, collaborative, and people-focused culture.

At WSP, we are committed to creating an inclusive environment where all employees are valued, respected, and empowered to contribute their best work while building a sustainable future together.