Associate, Information Management Coordinator, EMEA in City of Westminster

Ada Infrastructure is a global data center business committed to being a positive force for technology, people and the planet. We are seeking a highly organised and proactive individual to join our engineering design and project controls team. This role is primarily responsible for overseeing the transfer and flow of information between key stakeholders within and external to the organisation. The ideal candidate will be highly organised with attention to detail and the ability to appropriately prioritise tasks in accordance with business needs. This position will require an individual who embraces change and thrives in a dynamic work environment. The role requires an equal split of time between the London office and site offices.

Role & Responsibilities

• Coordinate and ensure the integrity of all project and business documentation, while providing efficient and timely distribution of information between parties and control of latest document repositories.
• Assess current Ada Sharepoint directory structure, recommend beneficial changes and maintain the EMEA Sharepoint going forward.
• Liaise with Global and Regional Information Management colleagues to align on information directory structure and share best practices.
• Act as conduit from Ada/Ares global brand and marketing team for creation and maintenance of Ada branded documents (Word and PowerPoint templates, standard docs, etc.).
• Maintain EMEA design reference standards and ensure alignment and sharing with Global Reference Design; applicable to other standards and PEPs.
• 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 document repository for sites and supporting deadline tracking.
• Support use of Ironclad, manage onboarding of suppliers with NDAs and potential credential audits (e.g. supplier due diligence on HSW records, ISO certification).
• Support preparation of tender packs, 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 submittal responses by our design team and report on the same weekly.
• Be trained on Procore and other emerging software packages and tools, and assist in training partners (design team, GC, etc.).
• Ensure transfer of documents submitted by General Contractors, design team, etc., to the Ada Sharepoint site and in accordance with Ada directory requirements.
• Liaise and coordinate with Commissioning partners in constituting project electronic manuals.
• Hold refresher training on collaboration tools (Sharepoint, Procore, etc.) for team members.

Skills & Experience

• 2+ years of experience as a Document Controller or Information Manager in a similar role.
• Bachelor’s degree in business administration or a related field 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 organisational and time‑management skills with strong attention to detail.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to handle sensitive information with integrity and confidentiality.
• Proactive problem‑solver who works independently and as part of a team.
• Excellent written, oral and presentation skills.
• Ability to work in a fast‑paced environment, operate with urgency and deliver quality work quickly under strict time constraints.
• Ability to work collaboratively.

Preferred Qualifications

• Self‑starter with superior analytical skills and strong attention to detail.
• Good judgment, honesty and utmost integrity.
• 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.

Reporting Relationships

Principal, Design Lead EMEA.

Application Notes

There is no set deadline to apply for this opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.

Equal Employment Opportunity

Ares Management LLC (together with its related operating and administrative subsidiaries, “Ares Management”) is an Equal Employment Opportunity employer and considers all applicants for employment without regard to race, colour, religion, ethnicity, creed, sex, age, national origin, alienage or citizenship status, disability, medical condition, pregnancy, marital status, partnership status, sexual orientation, status regarding public assistance, military or veteran status, domestic violence victim status, gender identity and expression, transgender status, genetic information, status as unemployed, political affiliation or any other characteristic protected by federal, state or local law. Ares Management will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.