Document Administrator - Railway Infrastructure

Siemens; Bengaluru; On-site; INR 500,000 - 750,000; Full time

Job summary

Siemens in Pune is seeking a Document Administrator for Railway Infrastructure to manage project documents, the EDM system, and interfaces with the project team and customers.

You will run document lists, ensure versioning, coordinate translations, and support DM workshops. The role requires 5+ years in a similar position, knowledge of rail signaling, and experience with SharePoint, Teamcenter, SAP PLM, and MS Office.

Qualifications

• 5+ years of experience in a relevant position.
• Experience as a Documentation manager in large project environments.
• Knowledge of project management principles.
• Knowledge of Railway Signaling domain.
• Good communication skills.
• Ability to work with teams across different offices or countries.
• Experience conducting meetings and presentations.
• Proficient with common document control tools (Adobe, Excel, MS Office).
• Understanding of version and revision control and document lifecycles.

Responsibilities

• Support the project in the EDM system (data ownership, folder structure, roles and access rights, archiving/classification).
• Create and maintain the DM plan and document list, including customer and internal documents.
• Finalize document lists with PMs and customer where applicable.
• Coordinate interfaces and customer requirements for document management.
• Manage and distribute all controlled documents and correspondence with traceability.
• Deliver contractually agreed customer documents to external parties and manage feedback/receipts.
• Ensure proper versioning and revision control for all deliverables.
• Perform quality checks on documents to meet project specifications.
• Support timely document preparation with the project scheduler.
• Coordinate translation of documents (translation management).
• Conduct DM kickoff workshops and train project staff on DM processes and EDMS tools.

Skills

Document management

Project management

Communication skills

Cross-team collaboration

Railway signaling domain knowledge

Tools

SharePoint

Teamcenter

ProjectWise

SAP PLM

Adobe Acrobat

Excel

MS Office

Job description

Hello Visionary! We empower our people to stay resilient and relevant in a constantly evolving world. We’re looking for people who are always searching for creative ways to grow and learn. People who want to make a real impact, now and in the future. Does that sound like you? Then it seems like you’d make a phenomenal addition to our vibrant international team.

Hello Visionary! We empower our people to stay resilient and relevant in a constantly evolving world. We’re looking for people who are always searching for creative ways to grow and learn. People who want to make a real impact, now and in the future. Does that sound like you? Then it seems like you’d make a phenomenal addition to our vibrant international team.

We are looking for a Document Administrator - Railway Infrastructure

You’ll make a difference by:

Main tasks:

• Support the project in the EDM system (data ownership, folder structure, roles and access rights, archiving / classification criteria) in collaboration with data ownership manager / Offshore DM
• Creating and maintaining the project-specific document management plan (DM plan);
• Finalization of the document list (includes customer documents and internal project documents) with the project manager, the subproject managers and, where applicable, the customer
• Creating and maintaining the document list;
• Clarification of interfaces and customer requirements regarding document management
• Management and distribution of all controlled documents and all formal correspondence ensuring consistency and traceability for all parties;
• Delivering the contractually agreed customer documents (submittals) to external parties (e.g. customer, adviser, supplier) and/or to an intermediary local office. This also includes the entire correspondence relating to documents for these interfaces so as managing, distributing and documenting feedback, responses and incoming documents (from suppliers, installation site, customers or other third parties);
• Ensures correct versioning and revisioning by suitable methods including assignment of document numbers (placeholders) for all project deliverables externally and internally;
• Quality checks documents on formal aspects to meet project specifications
• Support of controlling for the timely document preparation in collaboration with the project scheduler
• Coordinates the translation of documents (translation management)

In coordination with project management, the following additional tasks:

• Conduct a document management kick-off workshop for all project members
• Training project employees on the DM process and the use of EDMS tools (e.g.: SharePoint, Teamcenter, Projectwise, SAP PLM etc.)
• Record/register formal correspondence for customer documents, disseminate to relevant project members
• Monitoring document status and correspondence scheduled dates (review comments, customer approvals) for submitted customer documents
• Clarifies and defines DM requirements in accordance with the contract / customer / consultant / onshore and offshore project team (templates, review and release procedures and workflows, submission procedures, translation procedures)
• Supporting project management in improving documentation management in the project
• Participating in project meetings, discussions with the customer and, where applicable, customer visits
• Supporting the archiving of project documentation in the EDM system

You’ll win us over by:

• Must carry 5+ years of experience in relevant position
• Have relevant experience as a Documentation manager in large project environment
• Have knowledge of project management
• Have knowledge of Railways Signaling domain
• Have good communication skills
• Able to work with different teams, sometimes situated in other offices or countries
• Must have experience conducting meetings and presentations.
• Intermediate/Advanced computer skills including Adobe, Excel and Microsoft Office applications
• Understanding of version and revision control
• Good understanding of technical and engineering terminology with clear understanding of document lifecycles and project phases.

Join us and be yourself!

We value your unique identity and perspective and are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society. Come bring your authentic self and create a better tomorrow with us.

This role is based in Pune, where you’ll get the chance to work with teams, impacting entire cities, countries - and the shape of things to come.

We’re Siemens. A collection of over 312,000 minds building the future, one day at a time in over 200 countries. We're dedicated to equality, and we encourage applications that reflect the diversity of the communities we work in. All employment decisions at Siemens are based on qualifications, merit and business need. Bring your curiosity and imagination and help us shape tomorrow.

Find out more about Siemens careers at: www.siemens.com/careers & more about mobility at https://new.siemens.com/global/en/products/mobility.html