Job Title: Document Management Specialist Location: Remote, 1 day p/month required in Warsaw, Poland Role Objective To manage and oversee the document management processes and systems across the project lifecycle, ensuring all technical and non-technical documentation is controlled, traceable, compliant, and readily available. The role supports a smooth and structured transition from project to operational phase. Key Responsibilities Maintain and regularly update the Document Management Plan and contribute to the overall Project Management Plan. Ensure timely and efficient document management support to all project teams. Enforce the use of the official Electronic Document Management System (EDMS) to uphold quality, consistency, and compliance of project documentation. Promote the implementation and communication of document management processes, roles, responsibilities, and tools. Standardize and improve documentation quality control processes in line with best practices. Manage document flow processes in close collaboration with Package Managers. Provide ongoing training, coaching, and support on EDMS use across the project team. Lead monthly reviews and quarterly baseline checks of the Master Document Register (MDR). Ensure document management deliverables are accurately reflected in all tenders and contracts. Coordinate document review workflows and ensure all feedback is captured and resolved per contractual requirements. Facilitate the transfer of documentation to execution teams, ensuring completeness and compliance. Identify documentation non-conformities or quality issues, and ensure their resolution. Collaborate continuously with other workstreams, packages, and functional units to align document management processes. Own and manage the project SharePoint structure and user access to enable efficient document handling. Key Deliverables Up-to-date Document Management Plan and processes Effective use and maintenance of EDMS Consistently updated and accurate Master Document Register (MDR) Document control reports and progress updates as required Knowledge sharing and lessons learned documentation Compliance with contract-specific documentation requirements Functional and user-friendly SharePoint platform Qualifications & Experience Relevant higher education or equivalent experience in document control, quality assurance, or project support. Minimum 3 years of experience in document control or QA/QC roles within engineering, construction, or infrastructure projects. Proven experience working with Electronic Document Management Systems (EDMS). Strong communication, organizational, and process improvement skills. Decision-Making Authority Operates within defined authorization matrix. Leads decisions related to document control processes, EDMS usage, and SharePoint management. Systems & Tools Electronic Document Management System (EDMS) SharePoint Master Document Register (MDR) Document Management Plans and Quality Standards