Employee Document Management System Coordinator

2021-09-17 Jacobs Kraków
Our People & Places Solutions business – reinforces our drive to improve the lives of people everywhere and epitomizes the "why" of what we do – the tremendous positive impact and value our solutions bring to our communities and society as a whole. From facilities delivering life-saving therapies and ensuring clean water to enabling the connection of people through all modes of transportation and providing access to technology – were integrating a multitude of these solution elements to build the smart environments of tomorrow.

We have more than 1800 colleagues in Poland, supporting our business in all global regions. Our Global Delivery Center (GDC) engineers in Krakow and Warsaw office collaborate on the design and delivery of local and global projects in the fields of engineering, design and construction. Our Global Business Services (GBS) specialists provide global support and expertise in the fields of Accounting, Procurement, IT, HR and Graphic Design.

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow.
Employee Document Management System Coordinator
Location: Kraków
Job ID: GBS0000C7

Your Impact:


The purpose of this role is to co-ordinate the use of the Employee Document Management (EDM) system that is being rolled out globally. This system is within our ServiceNow platform. You will join small team (5 people) and you will closely co-operate with colleagues from Poland, UK, USA and India & Malaysia (if necessary also from other countries).


Core duties and responsibilities include:

  • Manage EDM governance, liaising with key stakeholders to ensure that the tool is being used per defined processes & follows data/legal requirements
  • Regular audit of EDM use – confirming compliance, identifying issues & improvements 
  • Respond to and solve issues with EDM use 
  • Be an escalation point for EDM queries
  • Communicate EDM (purpose, governance, improvements) to stakeholders
  • Liaise with the GPS application team to understand and help implement system improvements and upgrades 
  • Manage requests for changes to EDM structure (ie additional Document Type requests) 
  • Co-ordination of GPS forms/catalogue items (on-line forms) to ensure they align with EDM structure, and that they contain links to related knowledge articles 
  • Coordinate day-to-day work with supervisor and clients (HR knowledge owners)
  • Manage workload via cases within GBS (ServiceNow)
  • Work with supervisor to define goals and identify metrics for success

Here’s What You’ll Need:

  • Experience of using document management systems
  • Experience in using MS office package 
  • Understanding of a wide variety of shared workspace platforms (SharePoint, MS Teams, etc.)
  • Fluent English- level C1 is minimum!
  • Being technical and IT savvy
  • Self-motivated and well-organized person
  • Able to do tasks with limited supervision
  • Good communicator and effective listener
  • High time management skills and ability to set up priorities
We offer:
  • International working environment and unique company culture
  • Possibility to learn about different HR related subjects
  • Opportunity to collaborate internationally
  • Personal development opportunities
  • Salary corresponding to qualification
  • Benefits package including medical care, insurance, sport activities and other


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