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Document Controller in Newport

3 months ago

Newport, United Kingdom Vantage Data Centers Full time

Vantage is committed to being a workplace of inclusion, equity, respect and acceptance. We celebrate diversity and intentionally seek out opportunities to learn from one another’s experience.

Vantage Data Centers powers, cools, protects and connects the technology of the world’s well-known hyperscalers, cloud providers and large enterprises. Developing and operating across North America, EMEA and Asia Pacific, Vantage has evolved data center design in innovative ways to deliver dramatic gains in reliability, efficiency and sustainability in flexible environments that can scale as quickly as the market demands.

Reliability Engineering Department

The Reliability Engineering Team is responsible for the overall health of critical systems and Site Operations formalised best practices. For each of the major systems Electrical, Mechanical, and Controls, the Reliability Engineering team is responsible for ensuring success in the commissioning stages of new construction, evaluating and improving the reliability and performance of existing critical infrastructure, new and remediation projects, sustaining equipment operational availability through maintenance programming, providing technical support and training to the Site Operations Teams, and providing systems reliability and maintainability feedback to the Design Engineering teams for future design considerations.

Position Description

The Document Controller is responsible for assisting the Site Deployment Mobilisation Lead during the mobilisation stage of a site to ensure seamless transitions of new data centers to Site Operations teams. This role plays a crucial role in ensuring the efficient and organized set-up of the project site.  Requirements for this position include an understanding of critical systems and data center operating best practices. The position requires a detail-orientated individual with strong organisational and communication skills, as well as the ability to collaborate with various teams involved in data center mobilisation.

Essential Job Functions              

Responsible for Dashboard Management and reporting to all relevant stakeholders.

Assisting Mobilisation Lead to ensure seamless transition from Construction to Operations.

Procurement of mobilisation items and managing delivery to site.

Standardising document formats and ensuring they are presentable to the client.

Responsible for monitoring and tracking costs and ensuring they remain within the pre-agreed mobilisation budget.

Organisation and pursuing of documents required for handover.

Duties

Administrative Support:

Assist in the coordination of daily administrative tasks related to site mobilisation activities.

Manage and organize project calendars, schedules, and meetings for the mobilisation team.

Handle incoming communications, including emails, calls, and messages, and redirect them as necessary.

Coordinate travel arrangements, accommodations, and other logistics for project team members.

Document Control:

Establish and maintain a comprehensive document control system for all site mobilisation documentation.

Ensure proper version control, naming conventions, and storage of documents to facilitate easy retrieval.

Collaborate with project managers and team members to collect, review, and organise project-related documents.

Track and update project documentation, including contracts, permits, drawings, and other relevant records.

Communication and Collaboration:

Serve as a point of contact between different project teams and external stakeholders.

Build lasting relationships with local stakeholders to engender trust and confidence in our ability to deliver to requirements and add value.

Facilitate effective communication by distributing project-related information to the relevant parties.

Collaborate with project managers, engineers, and contractors to gather necessary documentation for site mobilisation.

Compliance and Quality Assurance:

Ensure compliance with relevant regulations and standards in document management and administrative processes.

Conduct regular audits of documentation to ensure accuracy, completeness, and adherence to established procedures.

Work closely with quality assurance teams to implement and maintain best practices for document control.

Procurement and Finance

Order and Manage delivery of services and equipment required as part of the site deployment checklist.

Work with our 3rd party suppliers and internal support teams to on onboard CFCI/ OFCI vendors and facilitate the TPRM onboarding process and set up of maintenance contracts.

Ensure service catalogues and price lists are current.

Monitor and track costs through site mobilisation to ensure they remain within the pre-agreed budget.

Job Requirements

Proven experience in administrative support and document control, preferably in construction or data centre projects.

Proficient in document management systems and software.

Strong organisational, multitasking and time management skills.

Excellent communication and interpersonal skills.

A high degree of accuracy, attention to detail and a commitment to maintaining high standards of quality.

Ability to work collaboratively in a fast-paced and dynamic environment.

Experienced in clear and concise reporting.

Strong analytical and problem-solving ability.

Willingness to work flexible hours, non-business hours, or other scenarios required by business needs.