Document Controller, Digital Information Management

at  Vantage Data Centers

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
Vantage is looking for an ambitious individual to drive excellence in document and digital information management, standardization of processes including coordination efforts across a wide spectrum of ongoing construction projects. The candidate must be able to foster a positive and collaborative working environment within the team and with external parties.
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
• 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
• 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 wider industry
• Well organized and self-motivated with the ability to prioritize 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 and 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.
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
Vantage Data Centers does not accept unsolicited resumes from search firm agencies. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Vantage Data Centers

Please refer the Job description for details