Main Tasks:

• Implement and maintain the Document Management Plan, ensuring adherence to defined standards, processes, and templates.
• Support project teams in generating, updating, and validating documents using agreed templates and ensuring formal compliance (e.g., completeness, formatting, readability).
• Manage and control the preparation, submission, receipt, and distribution of all technical documents and contractual correspondence in line with the Project Submittal Plan and distribution lists.
• Maintain the document control system, ensuring availability of up-to-date information such as approval status, revision history, metadata, and planned submission dates.
• Ensure appropriate document review and approval workflows are followed, maintaining a clear audit trail and proactively following up on pending actions or deviations.
• Liaise with the client’s documentation/information management team to ensure smooth handover of records and compliance with client and contractual requirements.
• Coordinate with the Contract Team and stakeholders to define external deliverables and internal documentation needs; maintain the Document List and Project Submittal Plan.
• Prepare and maintain templates for technical documents, contractual correspondence, and forms (e.g., RFIs).
• Support official communication with the client, including submission and tracking of RFIs, comment sheets, and contractual correspondence.
• Ensure compliance with Vanderlande and client information management requirements, as well as legal and statutory regulations.
• Contribute to continuous improvement of information management tools and processes.
• Prepare status and progress reports based on submission schedules, workflow statuses, and KPIs.
• Organize and maintain both electronic and physical document archives as required.