Project Information & Document Control Coordinator

Job Title

Project Information & Document Control Coordinator

Job Description

Do you have an eye for detail and the ability to maintain structure while supporting our airport projects through a flawless documentation and information management process?

Introduction to the role

Vanderlande is the global market leader in baggage handling systems for airports, and sorting systems for parcel and postal services. Working within Project Execution, the Project Information & Document Control Coordinator supports the successful delivery of our EU-LATAM airport projects by managing and controlling project documentation within Vanderlande’s document management systems. You coordinate document delivery through customer databases and document control systems and support the project handover process by coordinating the delivery of technical O&M manuals and Health & Safety Files.

Your responsibilities

As Project Information & Document Control Coordinator, you are responsible for coordinating and controlling project documentation in accordance with project and contractual requirements.

You ensure the timely distribution, correct filing, version control and traceability of project-related documents, including design submissions, contractual correspondence and construction records.

You work closely with the Project Manager and Project Leaders, such as the Project Leader Engineering and Integration Manager. As part of the project core team, you are involved from the start of the project through to completion and act as a key point of contact for customers regarding document submissions.

Your responsibilities and activities

• Providing support to the project team by maintaining a structured document control system for all incoming and outgoing documentation.
• Ensuring proper classification, registration and archiving of documents, including design drawings, technical submittals, RFIs and correspondence.
• Tracking document revisions and ensuring only current and approved versions are in circulation.
• Supporting project teams in generating and updating documents using agreed templates and processes.
• Coordinating document review and release processes within client document control systems.
• Coordinating the submission of design documents and technical submittals to customers.
• Monitoring approval status and actively following up on overdue responses.
• Ensuring compliance with document submission timelines in line with contractual requirements.
• Ensuring documentation complies with project requirements, procedures and agreed standards.
• Preparing documentation for audits, inspections and project handover.
• Liaising with design, construction and commercial teams to ensure document flows are aligned with project milestones.
• Providing training and support to project staff on document control procedures and systems.
• Providing first-line support to Project Execution team members in the use of information management tools.
• Ensuring appropriate document review and approval signatures are obtained from document owners and maintaining the required audit trail.
• Contributing to the continuous improvement of information management tools and processes.
• Liaising with the customer’s documentation and information management teams to support a smooth records handover.
• Coordinating with subcontractors and suppliers to ensure required documentation is submitted and received on time.

Your qualifications and skills

• A structured, organized and methodical way of working, with strong attention to detail.
• Strong interpersonal and communication skills and the ability to work effectively with different stakeholders.
• A logical and systematic approach and confidence working with digital tools, documentation, formulas and specifications.
• Previous experience in document control, project information management or a related field.
• Experience with SharePoint, Excel and Outlook.
• A minimum of secondary vocational education, such as MBO level 4, in Business, Administration, Engineering or a related field is desirable.
• The ability to process information accurately and clearly while maintaining a high standard of quality.
• Proficiency in English is required; Dutch is highly preferred.

Interested?

Please reach out to Michelle van der Schoot (Recruiter) or use the apply button to apply directly via Workday.