Document Management Specialist

Overview

The ESO Information Repository team, part of the Library, Documentation and Information Services (LDIS) department, oversees the organisational-wide document management system and is composed of the Information Repository Manager and the Information Systems Specialist. The team operates across the entire organisation, collaborating with a wide range of stakeholders, including project management, engineering, operations, science, corporate, and administrative units.

The Information Repository acts as ESO's central documentation system, ensuring that all documentation is controlled, up‑to‑date, accessible, preserved, and auditable throughout its lifecycle.

Main Duties and Responsibilities

As the Document Management Specialist, you will support the Information Repository team in ensuring that the document management system remains reliable, user‑friendly, and aligned with organisational needs. Working closely with colleagues across the organisation, you will contribute to improving document workflows, supporting users, and helping implement new tools and systems.

• Support the administration and configuration of the electronic document management system, including user access, workflows, document types, metadata and workspace set‑up.
• Maintain and organise structured document workspaces and ensure workspaces remain clear, consistent, and aligned with best practices.
• Monitor system usage and configurations across work areas, identifying opportunities to improve efficiency and usability.
• Coordinate with IT support and the software vendor to resolve technical issues and ensure the system remains reliable and available.
• Support the consolidation and structured upload of legacy documentation into the repository.
• Contribute to the development of reporting dashboards and business analytics related to document management.
• Serve as a key point of contact for Document Controllers, Administrative Assistants, and other users, providing guidance and practical support.
• Develop and maintain templates, user guides, procedures, and other resources to help colleagues create high‑quality and compliant documentation.
• Design and deliver training sessions and tutorials to support effective use of the document management system across diverse user groups.
• Maintain intranet pages and communication channels with clear and accessible guidance on document management processes and tools.
• Contribute to continuous improvement initiatives by helping design and test new user‑support tools and documentation workflows.
• Support the implementation of a new Electronic Document Management System (EDMS), including requirements gathering, testing, and user adoption activities.
• Assist with migration planning from the legacy system.

The above responsibilities are not exhaustive and a flexible approach and willingness to adapt to operational needs are required.

Reports to

ESO Information Repository Manager

Key Competences and Experience

Essential Competences and Experience

• Demonstrated professional experience (minimum three years) in a similar role such as document controller, archivist, records manager, information management including helpdesk support with a strong user‑support background and service‑oriented mindset.
• Demonstrated experience administering or supporting an electronic document management system, including configuration of user access, workflows, or document structures.
• Practical experience applying document control procedures and governance standards to ensure documentation quality, traceability, and compliance.
• Experience designing or maintaining structured file systems and metadata schemas to support efficient document storage, retrieval, and lifecycle management.
• Demonstrated ability to produce clear technical documentation and deliver presentations or training, adapting content to different user groups.
• Experience using screen‑recording and video‑editing tools to create user training materials or tutorials.
• Experience managing or resolving user requests or technical issues using tracking tools or ticketing systems (e.g. JIRA or similar).
• Experience documenting workflows or processes using diagramming tools (e.g. Visio or similar).
• Experience supporting troubleshooting of document management systems, including reviewing system logs and coordinating issue escalation.
• Demonstrated track record of proactively acquiring new technical or professional skills and possess a proactive mindset toward self‑development.
• Excellent communication skills with a strong sense for team spirit necessary to work in an international team environment.
• Experience in delivering quality‑focused tasks with a detailed‑oriented and structured mindset.

Desirable Competences and Experience

• Experience using VBA or similar scripting tools to automate documentation or data processing tasks.
• Experience preparing or editing technical documentation using LaTeX.
• Experience using basic SQL queries or database tools to support reporting or analytics.
• Familiarity in managing technical documentation and supporting engineering change control procedures throughout the document lifecycle.

Qualifications

Essential educational level and expertise

• A formal technical diploma in Information Management, Information Systems, Computer Science or a related field is required. Alternatively, a combination of relevant professional experience and demonstrated expertise in document management systems, workflow design, and user support may be accepted in lieu of a formal qualification. A Bachelor's degree in a related area is considered an asset.
• Advanced proficiency in Microsoft Office and MS Office 365, especially Excel (pivot tables & formulas), Word (custom properties and styles), and PowerPoint, as well as Teams, SharePoint and OneDrive.

The position requires an excellent command of written and verbal English.

Remuneration and Contract

We offer an attractive remuneration package including a competitive salary (free of income tax for applicants from ESO member states), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

ESO's salary structure is based upon a range of career paths which reflect the nature and level of our jobs. Each career path is made up of two or three grades which are used to further reflect experience.

The contract is for a fixed term duration of three years and is subject to successful completion of the probation period. There may be a possibility of extension(s) subject to individual performance and organisational requirements, and as defined in the applicable policies and staff rules and regulations. For further information, please visit the ESO conditions of employment at Please note that the contract policy and in particular the regulations concerning fixed‑term and indefinite contracts are currently under review which may lead to changes in the contractual conditions applicable to this position.

EEO Statement

No nationality is in principle excluded from employment at ESO, however, recruitment preference will be given to nationals of our Member States, host states and strategic partners: Australia, Austria, Belgium, the Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland, the United Kingdom and Chile, irrespective of gender, age, disability, sexual orientation, ethnicity or religion.

Applicants to any ESO role are asked to reflect on their affinity with these values and advised they may be asked about them if called for interview.