Document Controller, Digital Information Management

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.

Position Description

Essential Job Functions

Reporting to the director of the design delivery team, the information and Document manager will be responsible for ensuring that all document control duties, design data and data processes, are managed in a timely and professional manner for the development delivery and the project team and enhance digitalization efficiencies throughout the design delivery process.

System and Process Administration- Manage all design documentation and data stored in ACC, SharePoint database and other data systems.- Manage the design delivery team shared point and team internal team interfaces and produce clear and concise team information- Manage the transfer of design documentation from SharePoint/ACC to Procore (at the end of a design cycle)- Act as the point of contact regarding document and data management for the design delivery team- Development of processes and maintenance protocols for ACC, the team share point and webpage, 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 status using access reporting of the concerned tools- Ensure projects are archived appropriately with user permissions controlled and removed as required- Develop and ensure the maintenance of proper reporting dashboard for design activities- Ensure that processes are in place and applied for documentation management in ACC and transfer to Procore.

Workflows and Reporting- Validation, checking and curating of all incoming and outgoing design delivery documentation to ACC 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 ACC- 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 (to shared folder and Procore)

Training and Support- Act as the main point of contact for ongoing support and coaching on the use of the ACC and SharePoint, holding group or individual sessions as needed to assist in upskilling of all stakeholders, including third parties in the correct procedures for project data management.- 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- Minimize printing of drawings and documents to reduce paper waste and improve sustainability- Present new digitalization processes efficiencies via standardized design or templates to improve the ´dataflow within the design team.

Experience and Skills- Competent administrative experience with electronic document management systems, ACC and Procore preferred-
- 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- Advanced user of the Microsoft 365 suite of tools, specifically Excel, Teams and SharePoint- Ability to develop and manage database, develop dashboard- Ability and willingness to train others- 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 wi