Associate, Information Management Coordinator, EMEA in London

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 organized and proactive individual to join the engineering design and project controls team as an Information Management Coordinator for the EMEA region. This role is primarily responsible for overseeing the transfer and flow of information between key stakeholders within and external to the organization. The ideal candidate will be highly organized with attention to detail and the ability to appropriately prioritize 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 and recommend any changes that would be beneficial, and maintain the EMEA Sharepoint going forward.
• Liaise with Global and Regional Information Management colleagues to align on information directory structure, and sharing best practices.
• Act as conduit from Ada/Ares global brand/marketing team with creation and maintenance of ‘Ada branded’ documents, including Word templates, .ppt templates, standard docs etc.
• Maintain EMEA design reference standards and ensure these are aligned and shared with Global Reference Design.
• Support benchmarking exercises of our developments, entering and maintaining database of information (MWs, key space metrics, key cost metrics).
• Support pipeline team by creating document repository for sites, supporting deadline tracking.
• Support use of Ironclad, managing onboarding of suppliers with NDAs, potential credential audits.
• Support in preparation of tender packs and tender evaluations and comparison summaries.
• Work with our 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 same on a weekly basis.
• Be trained on “Procore” and other software packages and tools as they emerge and help in training of our partners.
• Ensure transfer of documents as submitted by General Contractors, design team, etc., to the Ada Sharepoint site and in accordance with the Ada directory requirements.
• Liaise/coordinate with our Commissioning partners in the constitution of the project(s) electronic manual(s).
• Hold refresher training on the various collaboration tools (Sharepoint, Procore, etc.) for team members.

Skills & Experience:

• 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 turn in quality work quickly, under strict time constraints.
• Ability to work collaboratively.

Preferred Qualifications:

• 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.

Reporting Relationships: Principal, Design Lead EMEA. There is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.