Document & System Advisor

Ding Ding Trams are the heartbeat of Melbourne - come be part of our team on the largest and most iconic tram network in the world.

**Role Purpose**

The role is responsible for managing and improving controlled processes for document lifecycle management, including creation, review, modification, distribution, and archiving. This ensures compliance with regulatory, safety, and process control requirements under the Safety Management System (SMS) for Rolling Stock. The role achieves this through system development, business case preparation, and project management.

**Key Accountabilities and responsibilities**

**Document Standards & Compliance**
Ensure documents adhere to Yarra Trams’ formatting/style standards, include accurate metadata, and comply with internal and external requirements (e.g., SMS, ISO).

**Timely Document Management**
Oversee the timely uploading, updating, and archiving of documents, maintaining version control, references, and relevant registers.

**Hard Copy Document Systems**
Manage storage, review, and archiving of hard copy materials, including work packages, manuals, and drawings, following stated procedures.

**Stakeholder Engagement**
Facilitate document reviews with timely communication to stakeholders and provide training on document control systems and processes.

**Rolling Stock Systems & Standards**
Develop and maintain document control systems, indexing, numbering, and templates for Rolling Stock, ensuring consistency and compliance with rail accreditation requirements.

**Software Testing & Authorization**
Act as the sole tester and approver of new or updated software related to document control and management.

**Project Scoping & Business Case Development**
Define project requirements, develop business cases, and secure stakeholder approval for initiatives supporting business objectives.

**Contractor & Resource Management**
Manage contractors, negotiate agreements, and oversee supplier performance to ensure technical and project deliverables.

**Process Oversight & Reporting**
Lead process improvements, provide regular project updates, and ensure personnel are trained in new systems and workflows

**Skills and Experience**

**Document Management Expertise**
Minimum 2 years of experience managing both digital and paper-based document control systems across multiple file types.

**Compliance & Audit Proficiency**
Skilled in meeting ISO standards, handling audits, and ensuring compliance, traceability, and auditability of processes.

**Stakeholder Collaboration**
Experience working with internal and external stakeholders within technical operations.

**Project Management**
Proven experience in project management, including scoping, business case development, and managing contractors for extended periods.

**System Development & Testing**
Expertise in testing new software, implementing upgrades, and overseeing system improvements.

**Training Delivery**
Demonstrated ability to create and deliver training programs effectively.

**Process Development & Oversight**
Experience in designing processes and managing document control systems to support operational excellence.

**Why Yarra Trams?**

Do you want to be a part of a workplace that is based on respect, promotes diversity, and encourages inclusiveness?
If you choose to work with us, you will be joining a team of passionate professionals dedicated to the delivery and improvement of Melbourne’s biggest icon Additionally, you will receive:

- A Free travel pass for Victoria’s Public Transport Network
- Competitive salary and great conditions
- Professional Development
- Career growth opportunities
- A commitment to your health and wellbeing including free flu vax, discounted gym membership, and access to our Employee assistance program (EAP)
- Paid Parental leave and paid superannuation for primary caregivers

**About Yarra Trams**

Our passengers, community, people, and operations are the four foundational pillars of our organisation, which help us to continuously improve and deliver safer, better, and more efficient tram services across Melbourne.

As the proud operator of the world's largest tram network and integral part of Melbourne's transport network, Keolis Downer is committed to moving Melbourne forward by delivering solutions for better tram journeys.

**Please note**, our selection process will include pre-employment checks, including police check and pre-employment medical check. Yarra Trams employees are required to adhere to Yarra Trams Policies and Procedures such as, but not limited to, Health and Safety Policy, Equal Employment Opportunity & Workplace Bullying Policy, Drug and Alcohol Management Program Policy (including drug and alcohol testing programs. Additionally all workers are required to be fully vaccinated against COVID-19 (two doses) unless they have a legitimate and lawful exemption. Evidence of your COVID-19 digital vaccination or exemption certificate will be required.