Document Control - Team Leader

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 10,300 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.

Context

SYSTRA are now hiring a Document Controller - Team Leader to play a key role in supporting high-profile rail and transport infrastructure projects in the UK. If you have strong organizational skills, a keen eye for detail, and experience managing project documentation, we’d love to hear from you. 

Missions/Main Duties

The role leads the development, implementation, and continuous improvement of document control processes across transport and infrastructure projects. The role ensures project information, records, and controlled documents are managed accurately, securely, and efficiently throughout the project lifecycle, supporting delivery, compliance, quality, and effective decision-making.

 

The role also helps embed a strong document control culture across projects, ensuring documents are created, reviewed, approved, distributed, stored, and archived in line with project requirements, client standards, and SYSTRA governance.

 

• Manage and develop the document control team to ensure both project and business requirements are met
• Ensure understanding of team competency and development
• Ensure use of global production to support the team and project
• Develop and maintain project document control frameworks, policies, processes, and procedures.
• Establish and manage document control systems to ensure accurate receipt, classification, distribution, storage, retrieval, and archiving of project information.
• Ensure all controlled documents are managed in line with project protocols, naming conventions, revision controls, and approval workflows.
• Maintain and oversee document registers, transmittals, metadata quality, and audit trails, ensuring records are complete and up to date.
• Monitor document workflows to ensure drawings, reports, specifications, correspondence, and technical submissions are processed within required timescales.
• Coordinate with project teams, engineers, designers, technical specialists, and external stakeholders to ensure timely issue and receipt of project documentation.
• Support the review and submission of client deliverables, ensuring compliance with contractual, quality, and information management requirements.
• Track overdue documents, approvals, comments, and responses, and escalate issues that may impact programme, compliance, or delivery.
• Prepare accurate document control reports, dashboards, and status updates for internal and external stakeholders.
• Support project teams and clients in developing practical solutions to improve document flow, information accuracy, and record management.
• Work closely with project leadership, project controls, engineering teams, quality teams, digital teams, and other stakeholders on document-related matters.
• Ensure document control activities are aligned with project objectives, governance requirements, and delivery priorities.
• Support audits, lessons learned activities, and continuous improvement initiatives related to information and records management.
• Promote document control awareness and provide guidance and training to embed good information management practice across the organisation.
• Ensure compliance with relevant regulations, industry standards, information security requirements, and contractual obligations.
• Build and maintain effective relationships with clients, contractors, suppliers, and other external stakeholders to support successful project delivery.
• Promote continuous improvement in document control processes, tools, systems, and reporting.
• Demonstrate behaviours aligned with SYSTRA’s behavioural framework by actively fostering a culture of excellence, collaboration, respect, and empowerment, contributing to an environment where all collegues can thrive, achieve, and grow together.

Profile/Skills

• Good command of written and spoken English
• Strong organisational, administrative, and problem-solving skills, with excellent attention to detail and commitment to data accuracy and quality.
• Proven ability to work efficiently, manage time effectively, and deliver against challenging objectives while maintaining high standards of conduct and professionalism.
• Experience in developing, writing, and improving processes, procedures, reporting, and information management solutions.
• Able to work both independently and collaboratively with internal, external, and international colleagues, while promoting equality and professional behaviour in the workplace.
• Good understanding of multidisciplinary coordination across major infrastructure projects and global design teams.
• Experience managing document control
• functions on major infrastructure projects, including supervision and mentoring of document controllers.
• Working knowledge of document control systems, common data environments, project collaboration platforms, ProjectWise, and Microsoft Office within Windows-based environments.
• Experience working with international colleagues or on overseas projects is desirable.
• Experience with a variety of software platforms is desirable.
• Membership of a relevant professional institution is desirable

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Why SYSTRA?

Our three core values: Excellence, Connected Teams and Bold Leadership are kept at the heart of everything we do. We strive for the highest levels of technical excellence, achieving the best results through teamwork, both locally and internationally, and reward innovative thinking through encouraging all colleagues to think as leaders. We offer clear and well supported pathways for career development and qualification attainment, a competitive remuneration package including a bonus and private healthcare, an electric car scheme and a broad suite of flexible benefits to suit your lifestyle.

Flexibility

Because we value who you are as much as what you do, we want you to feel supported at work. We offer hybrid working, balancing the benefits of working from home with time in our modern, well-equipped offices for that crucial in-person contact, team development and collaborative working. We also recognise that life doesn’t always run to the same schedule for everyone, so we have a dedicated flexible working policy to support you in tailoring your work life to reach your full potential, for more details on this, please get in touch.

Diversity & Inclusion

We provide a warm welcome and encourage applications from a diverse range of people who can enrich our company and offer perspectives which will drive better solutions in a truly inclusive environment. Our employee led working groups and clearly defined strategy help us to keep at the leading edge of important issues and keep us accountable. We want our colleagues to feel comfortable to bring their whole selves to work and continually seek new ideas and contributions to ensure we continue to grow and develop in this space.

Wellbeing

It’s no surprise that people do their best work when they feel physically and mentally supported. Our SYSTRA Wellness Programme offers a wide range of support; from Wellness champions, to free health checks, healthy eating workshops and regular seminars, alongside access to a wide range of external support. We offer two paid days for charity work and an ever-growing social calendar.

Apply and find out more about how Systra can support you in your career journey. If you require any adjustments or financial assistance to support you in your application or interview process please email:

[email protected] where your request will be treated confidentially and with respect. We pledge to offer an interview to any candidates with a disability who apply for a role and meet the minimum criteria.

As we are always looking to expand our team, we would still be interested in hearing from you if you fulfil most, but not all, of the relevant criteria for the role – you could still be just what we are looking for.