Documentalist - OPS Documentation Service

Job Introduction

Serco has made significant contributions at ESA's European Space Operations Centre (ESOC) in Darmstadt, supporting a wide range of space missions and projects. Serco provides essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Our expertise in spacecraft operations, ground systems, and data processing has earned us recognition, including “Best in Domain” awards from ESA. Our long-standing partnership with ESA reflects our commitment to excellence and innovation in the space sector, ensuring successful mission outcomes and advancing space exploration.

On behalf of our client, ESOC, we are looking for a Documentalist  to join a team based across the ESOC site in Germany.

This position is offered as a fixed-term contract for an initial duration of one year, with the possibility of extension for an additional year.

The anticipated start date for this role is 1 September.

Main Responsibilities

• Create, manage, and maintain team sites, document libraries, site contents, and picture libraries in SharePoint.
• Administer and update folder structures and document metadata in Eclipse and SharePoint.
• Administer user access rights and privileges in Eclipse, SharePoint, and specific ESA tools.
• Define, produce, and maintain all procedures required to provide the service in a repository accessible by ESA.
• Provide reference numbers in Eclipse/SharePoint upon request.
• Ensure that document formats (e.g. templates) comply with ESA procedures.
• Manage document approval workflows.
• Upload documents into the DMS (i.e. both ECLIPSE and SharePoint) in accordance with applicable specifications.
• Register metadata related to uploaded documents in Eclipse/SharePoint according to applicable procedures or dedicated specifications.
• Liaise with the Technical Responsible and relevant supporting staff to obtain the necessary information on how and where documents should be stored, where not sufficiently defined within applicable ESA procedures.

Main Responsibilities Extension

• Distribute documents to the relevant distribution lists.
• Ensure proper document change control.
• Ensure the encryption and storage of classified documentation in compliance with applicable specifications.
• Archive documents in the archive repository in accordance with applicable specifications.
• Regularly review outdated placeholders and remind responsible parties to submit documents for archiving.
• Assist project team members with DMS-related matters.
• Provide reports on the number of archived documents.
• Regularly review the status of documents across archive repositories under the responsibility of the Technical Responsible.
• Manage formal documentation exchanges between ESA and Industry, including the administration of access rights for ESA internal and external entities.
• Retain all documents for the full duration of the service, unless otherwise specified.
• Support internal and external audits.
• Manage requests for internal training sessions.
• Attend weekly meetings to discuss relevant topics and project progress with the team.

Successful Candidate

Do you believe you are the right person for this role? Below are the qualifications and experience we are looking for:

• Experience in document management.
• Experience working with Document Management Systems.
• Experience with SharePoint.
• Strong knowledge of the Microsoft Office suite.
• Experience with Adobe Acrobat Pro.
• Ability to think and work in a structured manner, combined with excellent organisational skills.
• Strong attention to detail, reliability, accuracy, and initiative in the execution of assigned tasks.
• Excellent communication skills, with a strong customer-focused approach and the ability to work effectively as part of a team.
• Good knowledge of the Agency’s corporate software tools, particularly the Eclipse DMS and SharePoint, would be considered an asset.
• Fluency in English, both written and spoken.
• University degree in a relevant field.

Package Description

• Hybrid working model for flexibility.
• 30% discount on the Deutschland ticket for easy travel.
• Subsidised Wellpass – access to 12,500+ fitness and wellness options across Germany.
• JobRad
• Pension and health schemes.
• 30 days of holiday for balance and exploration.
• Corporate benefits – exclusive employee discounts at partner companies.
• Extensive annual training and development opportunities.
• Company events and employee initiatives focused on sustainability, inclusion, and diversity.