Documentation Control Manager

Alstom; Gauteng; On-site; ZAR 900,000 - 1,300,000; Full time

Job summary

Alstom is seeking a Documentation Manager to lead the planning, control, and delivery of project documentation. You will own the EDMS deployment, define the DMP, and coordinate with customers and multiple units to ensure compliant, on-time documents.

You will oversee document control activities, support internal/external stakeholders, and drive continuous improvement in documentation processes across Alstom sites.

Qualifications

• Minimum 5 years of experience in documentation management.
• Minimum 7 years of experience if no Bachelor degree.
• Knowledgeable of EDMS tools and documentation standards.

Responsibilities

• Define and implement Documentation Management within projects and bids.
• Coordinate documentation activities across the project life cycle.
• Build the Documentation Management Plan (DMP) and ensure compliance.
• Be main contact with customers, partners, and internal teams on docs.
• Ensure proper archiving, validation, and distribution of documentation.

Skills

5 years experience in documentation mg

7 years experience without a Bachelor

MS Office proficiency

EDMS tools knowledge

Dashboard & KPI reporting

Strong communication & teamwork

Education

Bachelor/Master in technical documentation

Tools

EDMS tools

MS Office

Job description

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

PURPOSE OF THE JOB:

• Define and implement Documentation Management within the Project/Program/Bid organization (in Leading Unit and coordinate in all Participating Units).
• Coordinate Documentation activities along life cycle of project and in line with Project Contractual obligations.
• Define and Monitor complete Project / Program / Bid Documentation, and prepare related reporting
• Execute Documentation Life Cycle
• Build the Documentation Management Plan (DMP) in compliance with the contractual requirements
• Be the main contact with the Customers, the Partners, the core team, all metiers involved in the Project (documentation requirements, contractual documents to deliver, etc.).
• Main user of the EDMS for the projects (create the project tree, manage and deploy EDMS). In case of specific EDMS contractual requirement, manage with Digital Services support, the implementation of such tool for the Project (incl. All Participating Units).
• Accountable that the Project Documentation is properly archived

Proactive role in the Project / Program / Bid in terms of implementation of documentation culture.

POSITION IN THE ORGANIZATION –

MAIN OFFICE LOCATION:

• Located in Nigel (Ekurhuleni) at the production site
• May also be required to visit suppliers and other Alstom sites/offices

KEY PERFORMANCE AREA

• Is responsible, within its team, of the deployment and execution of the documentation management process,
• Creates and updates Documentation Management Plans (DMP) in line with the customer contractual requirements and shares it with project internal stakeholders.
• Define and Deploy the Documentation numbering system
• Define and Deploy the Project Working documents single repository (in Teams, Sharepoint, etc.)
• Manages the documentation management internal & external requirements.
• Follows and makes sure rules defined in the DMP are understood and applied by every team member
• Creates the formatting of official Alstom templates according to contractual requirements & ensures that stakeholders use them
• Collects all documents (inputs) from the Project and place them in Project DML (Documentation Master List)
• Coordinates all the DMLs to obtain the complete version of the project (a single final version) if we have several product line DMLs.
• Ensures documentation is properly validated before any submission to Customer
• Is responsible of the external diffusion of the Documentation and follows that the contractual documents is correctly delivered with the Contractual Documentation List (CDL).
• Adapts and implements the documentation structure in accordance with standards.
• Updates and uses documentation internal and external distribution list
• Manages the documentation management activities of the Project and supports and challenges Sub-system levels (PM2020 organization)
• Manages, Setup and deploys EDMS with tools support team & train new users and manage access right to EDMS.
• Performs the role of EDMS Key User (if no Site EDMS key user) & First level support to EDMS users
• Participates to configuration & change reviews to guarantee integration in all activities of the team members that are involved with documentation.
• Defines & analyzes documentation reporting, indicators to be provided by Documentation Controller and report analysis to its department head, PM& Core Team Manager, team members and Customer (when required).
• Monitors the document milestones associated with payment milestones and alerts Project/Program/Bid Manager in case of risks (delays) and prepare related reporting
• Manages, in applying internal rules/instructions, Document translation, record management and physical archiving and sends these translated documents to the external stakeholders.
• Participates in Gate review, Internal and External quality inspection.
• Suggests improvements of the activity (REX on documentation issues: process, organisation)

DURING TENDER PHASE: only for High Criticality tender & on demand, assess gaps between Alstom standards & Customer requirements, make warning if major ones, evaluate cost impact for tender team and calculate the cost of Documentation Management for the project with all documentation stakeholders.

KEY JOB AUTHORITIES AND DIMENSIONS:

• Manages a team of Documentation Controllers when necessary

PERFORMANCE MEASUREMENTS:

• Documentation Management KPIs (Quality, Delivery of in contractual documentation in due time)
• Adherence to process, measured by process inspections
• Perform overview about documentation milestones in general, payment milestones, penalties

QUALIFICATIONS AND SPECIAL CERTIFICATIONS/REGISTRATION

EDUCATIONAL REQUIREMENTS

MANDATORY: DESIRABLE:

Bachelor / Masters Degree Bachelor in the field of technical documentation

EXPERIENCE

MANDATORY:

• Minimum 5 years of experience in documentation management.
• Minimum 7 year of experience in documentation management if no Bachelor degree

DESIRABLE:

• Knowledgeable of Railway domain
• Knowledge of EDMS tools

Engineering environment awareness

COMPETENCIES & SKILLS

• Good Knowledge in MS office and Analytical tools
• Good Knowledge in preparing dashboards and KPI
• Good knowledge of project documentation standards
• Ability to understand the engineering and industrial processes
• Ability to contribute or drive construction, implementation, run of EDMS tool on a project
• Structured Way of Working (Process Oriented, capability to diagnose complex situations / organizations with continuous Improvement mindset)
• Ability to challenge project team, good Communication and interpersonal skills, excellent team worker. Capability to work with multi-sites & international teams
• Know notions of change and configuration management.

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal‑opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.