Documentation Management Support Officer – European Space Agency (ESA) – ESAC, Spain
Overview
We are currently recruiting Documentation Management Support Officers to join our client, the European Space Agency (ESA). Based at ESAC in Villafranca del Castillo, Spain, you will support documentation management activities across ESA's scientific and engineering teams, ensuring accurate document control, versioning, registration, distribution, and archiving in full compliance with ESA document management policies and procedures.
This role is well suited to an organised, quality-driven professional who is comfortable working with document management systems and enjoys contributing to the operational infrastructure that underpins scientific and technical projects at one of Europe's leading space agencies.
Role Responsibilities
- Manage, register, distribute, and archive documentation in accordance with applicable ESA Document Management Plans and guidelines.
- Edit, maintain, and update internal documents such as instructions, guidelines, reports, and management documentation.
- Ensure correct document versioning, configuration control, and storage in designated repositories and document management systems.
- Coordinate document review and approval processes, including routing for review, tracking approvals, and managing required signatures.
- Analyse incoming correspondence to determine appropriate registration, distribution, and archiving actions.
- Support internal users in retrieving documents from document management systems such as Eclipse/DCCM, SharePoint, Content Server, and MS Teams.
- Maintain structured records, document libraries, templates, distribution lists, and change logs.
- Provide administrative support to project and management review processes, including document preparation and status tracking.
- Draft, review, and distribute internal communications, reports, and information notes.
- Proactively suggest improvements to documentation workflows, tools, and processes.
Essential Skills and Experience
- Bachelor's degree in business administration, information management, or equivalent professional experience.
- Minimum 2 years of relevant experience in document control or records management.
- Strong organisational and document control skills with a high attention to detail.
- Proven experience working with document management systems in a regulated or compliance-driven environment.
- Ability to manage multiple document workflows simultaneously.
- Strong analytical, organisational, and written communication skills.
- Professional fluency in English.
- Eligibility to obtain the required security clearances for access to ESA facilities, subject to applicable nationality and background screening requirements.
Desirable Skills and Experience
- Hands-on experience with platforms such as SharePoint, Eclipse/DCCM, Content Server, or equivalent DMS tools.
- High level of confidentiality awareness and commitment to accuracy and quality.
- Spanish language proficiency (required for applicants to the ESAC-based roles in Spain).
Package
- Long-term contract opportunity
- On-site at ESAC (Villafranca del Castillo, Spain)
- International, collaborative working environment contributing to Europe's space exploration mission