Document Controller, EMEA

About Vantage Data Centers
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.
About Vantage Data Centers 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 is a leading global wholesale data center provider. Founded in 2010, Vantage has an unceasing commitment to provide major hyperscale, cloud and enterprise companies with reliable, efficient data center environments with outstanding service to help them achieve their business goals. We own and operate some of the most scalable data centers in the world with a meticulous focus on efficiency, operational excellence, reliability and sustainability. Vantage was founded on the principle that modern-day data center design should evolve in innovative ways that lead to dramatic gains in energy efficiency. Years later, we’re still leading that charge. Construction Department The Construction team is responsible for the entire process flow of delivering the physical data centers from shovel ready state through commissioning, working with Sales, Operations, and management along the way. Construction implements and executes upon the work product developed by the Development & Engineering (D&E) team. The team also manages Vantage’s build partners to success through technical feedback and review, and actively participating in review of schedule and budget. Many times, a role like this at other companies is purely oversight. One thing that distinguishes Vantage is that our construction teams are given the responsibility and authority to directly drive the process. When compared to external resources, our internal team can ensure the key stakeholders are engaged in the decision-making process to align long-term operational sustainability with value engineering and cost metrics to deliver products aligned with corporate goals. This approach empowers each member of the team to drive high- impact decisions and even more impactful results. Position Description Vantage is looking for an ambitious Document Controller to drive excellence in document management, systems use, standardisation, and coordination efforts across a wide spectrum of ongoing construction projects. Must be able to foster a positive and collaborative working environment. Essential Job Functions Reporting into the Manager Construction Information Systems, the Document Controller will be responsible for ensuring that all document control duties are managed in a timely and professional manner with the customer being the Construction Director and project team. System and Process Administration

• Manage the project management control system (PMCS), which includes the common data environment (CDE), as well as SharePoint for the lifecycle of the project in line with company procedures
• Act as the point of contact regarding document management
• Ongoing maintenance of protocols as assigned and instructed by the Construction Information Systems Manager, in line with company standards and the relevant ISO principles
• Fully understand the project protocols, effectively communicating and educating all stakeholders in their use, ensuring they are strictly adhered to
• Ongoing management and monitoring of security using access reporting
• Ensure projects are archived appropriately with user permissions controlled and removed as required
• Liaise with the PMCS software vendor as and when required to troubleshoot

Workflows and Reporting

• Validation, checking and curating of all incoming and outgoing project documentation to the PMCS including distribution and retrieval
• Configuration and preparation of weekly status reports and user activity to inform digital dashboards, escalate overdue/outstanding items with relevant stakeholders
• Keep management informed on any non-compliant use of the PMCS
• Assist the team in monitoring RFIs and submittals for proper handling by the contractor, ensuring the are uploaded into the correct locations, and supporting the team in responding to them in a timely fashion
• Managing the transfer of data between any client-owned systems as directed

Training and Support

• Act as the main point of contact for ongoing support and coaching on the use of the PMCS and SharePoint, holding group or individual sessions as needed to assist in upskilling of all stakeholders, including third parties
• Provide resilience cover for DC duties as part of the team

Engagement and Communication

• Be an active attendee in meetings to allow engagement of team and stakeholders
• Be proactive in maintaining relationships with project team, stakeholders, and management and work as a collaborative member of the team
• Continuously identify and communicate to management opportunities for enhancement, and reduction of waste and risk
• Coordinate and attend change request review meetings, including preparation and circulation of tracker to appropriate teams
• Support cultural change within the company by promoting a consistent digital approach to information management, continually sharing best practice, facilitating knowledge sharing and best practice with the wider business
• Minimise printing of drawings and documents to reduce paper waste and improve sustainability
• Arranging larger meeting logistics for client team and senior management
• Maintaining register of PPE for client team
• Updating and maintaining of site presence tracker for client team
• Assistance to the project managers in updating project and equipment delivery schedules
• Maintaining register of IT equipment for client team
• Maintaining site access database for client team
• Orientation of new joiners to client team including arranging induction

Experience and Skills

• Competent administrative experience with electronic document management systems, Procore preferred
• Ability to apply awareness of company policy and governance when troubleshooting
• Comprehension of industry standard naming conventions, e.g. BS 1192, ISO 19650
• Experience of working on projects with large volumes of data and information from various sources, preferably within a tier one environment
• Advanced user of the Microsoft 365 suite of tools, specifically Excel, Teams and SharePoint
• Ability and willingness to train others
• Able to convey security permissions to stakeholders
• Diverse and clear communication skills with experience of effective communication across all stakeholder roles
• Critical and proactive thinker
• Diligent, exacting standards
• Interest in project delivery processes, project administration and the wider industry
• Well organised and self-motivated with the ability to prioritise work, continually developing skills and knowledge

We operate with No Ego and No Arrogance. We work to build each other up and support one another, appreciating each other’s strengths and respecting each other’s weaknesses. We find joy in our work and each other, actively seeking opportunities to inject fun into what we do. Our hard an efficient work is rewarded with an above market total compensation package. We offer a comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations.
Safety and security always matter. During COVID, all positions that can work remotely have been, and appropriate steps have been taken to ensure the safety of employees in any position essential to be on site. Regardless of where you are working, technology to work effectively is provided on or in advance of your first day of employment.
Throughout the year, the advantage of being part of the Vantage team is evident with an array of benefits, recognition, training and development, and the knowledge that your contribution adds value to the company and our community. Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values. Vantage Data Centers is an Equal Opportunity Employer