Senior Document Management, Document Control Specialist

Job Description Senior Document Management / Document Control Specialist German Energy & Grid Infrastructure Work Model: Remote Language: Professional German (mandatory) + English Engagement: Freelance Experience: German energy, grid, or large infrastructure projects strongly preferred Core Responsibilities 1. Document Control & Management Manage the complete document control process across large infrastructure programmes Establish and maintain document numbering and naming conventions Manage document revisions, versions, and status Ensure proper document classification and metadata Maintain accurate and up-to-date document registers Ensure documents are available to the correct project stakeholders 2. CDE Administration Experience with a Common Data Environment (CDE) such as: Thinkproject Aconex Similar enterprise document management platforms Responsibilities include: Administering the CDE Managing user access and permissions Maintaining folder structures and workflows Ensuring the CDE remains organised and usable across multiple project parties Supporting contractors, suppliers, engineers, and client teams in using the system 3. Document Review & Approval Workflows Manage document submission and review workflows Coordinate document reviews between contractors, suppliers, engineering teams, and clients Track documents through review and approval stages Manage comments, revisions, and resubmissions Ensure approvals are properly recorded Follow up on overdue reviews 4. Transmittals Prepare and manage document transmittals Track documents sent between project stakeholders Maintain a complete audit trail of document exchanges Ensure the correct documents reach the correct parties Monitor outstanding responses and acknowledgements 5. Contractor & Supplier Documentation Manage documentation received from contractors and suppliers Review submissions for completeness and compliance with project requirements Track missing or late documentation Follow up with contractors and suppliers Maintain submission schedules and registers 6. Document Tracking & Reporting Maintain document registers and status reports Track: submitted, under-review, approved, rejected, outstanding, and overdue documents Prepare regular document-control/status reports for programme management and clients 7. As-Built & Handover Documentation This is particularly important for infrastructure projects. The candidate should be able to manage: As-built documentation Final revisions Technical documentation Contractor handover packages Completion dossiers Operation & maintenance documentation Final documentation required by the client/asset owner The objective is to ensure that the client receives a complete and properly structured handover package at project completion. Project Environment Typical project types include: HVDC corridors Overhead transmission lines Underground cable routes Submarine power cables Offshore grid connections Substations Grid nodes Large data-centre developments Grid connections for data centres These are typically multi-year programmes involving multiple contractors, suppliers, engineering companies, and client/asset-owner stakeholders. Language Requirement German: Professional working proficiency — the candidate needs to be comfortable handling: German documentation German correspondence Document review processes Meetings Contractor/supplier communication Follow-ups and coordination Client-facing documentation workflows English: Professional working proficiency