Associate, Information Management Coordinator, EMEA

Ada Infrastructure is a global data center business committed to technology, people, and the planet. We have eight in-flight campuses across Japan, the UK, and Brazil, with over 850 MW of power currently available and more than 1,500 MW in our global pipeline.

We are seeking a highly organized and proactive individual to join the engineering design and project controls team as an Information Management Coordinator for the EMEA region. This role oversees the transfer and flow of information between key stakeholders within and outside the organization, prioritizes tasks according to business needs, and thrives in a dynamic environment. The role requires an equal split of time between the London office and site offices.

• Coordinate and ensure the integrity of all project and business documentation, while providing efficient and timely distribution of information and control of the latest document repositories.
• Assess current Ada Sharepoint directory structure, recommend changes, and maintain the EMEA Sharepoint moving forward.
• Liaise with Global and Regional Information Management colleagues to align on information directory structure and share best practices.
• Act as a conduit from the Ada/Ares global brand/marketing team with creation and maintenance of ‘Ada branded’ documents, including Word templates, PowerPoint templates, and standard documents.
• Maintain EMEA design reference standards and ensure these are aligned and shared with Global Reference Design.
• Maintain our input into Organizational Key Results online tracking.
• Support benchmarking exercises of our developments, entering and maintaining a database of information (MWs, key space metrics, key cost metrics).
• Support the pipeline team by creating a document repository for sites, supporting deadline tracking.
• Support use of Ironclad, managing onboarding of suppliers with NDAs, potential credential audits (e.g. supplier due diligence on HSW records, ISO certification, etc.).
• Support in preparation of tender packs and tender evaluations and comparison summaries.
• Work with third parties during pre‑construction phases to access their web collaboration sites and transfer information to the Ada Sharepoint site(s).
• Act as liaison for customer SOQ processes, e.g. information sharing via portals.
• Monitor compliance of submittals responses by our design team and report on them weekly.
• Be trained on “Procore” and other software packages and tools as they emerge and help in training of our partners (design team, GC, etc.).
• Ensure transfer of documents submitted by General Contractors, design team, etc., to the Ada Sharepoint site in accordance with Ada directory requirements.
• Liaise/coordinate with our commissioning partners in the constitution of the project(s) electronic manual(s).
• Hold refresher training on various collaboration tools (Sharepoint, Procore, etc.) for team members.

• 2+ years of experience as a Document Controller/Information Manager or in a similar role.
• Bachelor's degree in business administration or similar preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaboration tools (Teams, Slack, Zoom, Google Workspace) and document platforms (Asite, 4Projects, Autodesk, ViewPoint, Procure).
• Excellent organizational and time‑management skills with attention to detail.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to handle sensitive information with integrity and confidentiality.
• Proactive problem‑solver with the ability to work independently and as part of a team.
• Excellent written and oral communication and presentation skills.
• Ability to work in a fast‑paced environment, operate with a strong sense of urgency, and deliver quality work quickly under stringent time constraints.
• Ability to work collaboratively.

• Self‑starter with superior analytical skills; a problem solver with an astute attention to detail.
• Possesses good judgment, honesty, and utmost integrity.
• A positive, upbeat individual who thrives in a team environment and fosters a welcoming workplace culture.
• Demonstrated ability to adapt to changing priorities and multitask effectively.
• Previous experience in document control and transfer in an ever‑changing technology environment is a plus.