Document Control Manager, APAC

Vantage; Sydney; Vor Ort; AUD 120.000 - 180.000; Vollzeit

Zusammenfassung

Vantage is seeking a Document Control Manager, APAC to drive core project document management across Design Engineering & Construction projects. You will standardize filing structures, manage commercial documentation, and oversee handover documentation while transitioning project data into Operations.

You will collaborate with Design, Construction, Commercial, Commissioning and Operations teams, as well as external consultants, contractors, vendors and suppliers across APAC.

Qualifikationen

• Bachelor’s degree in Construction Management, Engineering or equivalent.
• 3+ years as Project Coordinator or Document Controller on complex construction projects.
• Experience with Procore and SharePoint; ACC/Aconex experience preferred.
• Experience with project completion, closeout and handover documentation preferred.
• Strong organisation and ability to manage multiple projects and stakeholders.

Aufgaben

• Drive management and distribution of documents across APAC projects.
• Organise project filing structures and hierarchies.
• Audit Procore and VDC SharePoint for compliance of project documentation.
• Coordinate transfer between Procore/VDC SharePoint and external platforms.
• Lead project completion, handover documentation and closeout processes.
• Train DE&C team in document management processes across projects.

Kenntnisse

Document control

Project coordination

Procore

SharePoint

Ausbildung

Bachelor's degree

Tools

Procore

SharePoint

Aconex

ACC

Jobbeschreibung

Vantage is looking for a Document Control Manager, APAC to drive core project document management and coordination efforts across a wide spectrum of ongoing Design Engineering & Construction projects.

The role will drive consistency in document control and information management across current and future APAC projects, including project filing structures and systems, commercial documentation, project reporting, completion and handover documentation, and the transition of project information into Operations.

Regular collaboration and coordination is required with internal Design, Construction, Commercial, Commissioning and Operations teams, as well as external consultants, general contractors, vendors and suppliers.

Whilst this role’s reporting line will be to the Director, Project Delivery, APAC, the Document Control Manager will also work closely with and for the Design Engineering & Construction and Commercial and Operations teams across the APAC portfolio.

Essential Job Functions

• Drive the management and distribution of the various documents across current and future APAC projects, enabling consistency and ease of access to the most up-to-date information.
• Proactive organisation and management of project filing structures and hierarchies.
• Audit Procore and VDC SharePoint for organisation, completeness and compliance of project documentation.
• Manage the transfer and synchronisation of information and documents between Procore/VDC SharePoint and other external platforms as mandated by our Customers (e.g. ACC, Aconex, etc.).
• Act as the first Point of Contact for Site Selection and New Site Development Intake forms.
• Facilitate weekly project reporting.
• Create and manage standardised templates, registers, filing structures and document control processes across APAC projects.
• Drive commercial document standardisation across APAC projects, including consistent document management, filing structures, registers and workflows for contracts, purchase orders, variations/change orders, payment applications, invoices, approvals and associated commercial records.
• Support the Commercial team in establishing consistent document management processes and standards across the APAC portfolio.
• Establish and maintain Operations document management standards, working with Operations to define documentation requirements, filing structures, ownership and governance for operational facilities.
• Lead document management for project completion and handover, establishing documentation and handover requirements from project inception and progressively managing these through construction, commissioning, Operational Readiness and final handover.
• Develop and manage standardised APAC completion and handover processes, including completion registers and trackers, as-built documentation, O&M manuals, warranties, commissioning records, training records, statutory documentation and other required closeout deliverables.
• Coordinate the transition and handover of project documentation to Operations, ensuring documentation is complete, quality checked, appropriately structured and transferred into the required Vantage systems.
• Monitor and report completion and handover readiness, identifying documentation gaps and overdue deliverables and coordinating with project teams, consultants, contractors and vendors to achieve closeout.
• Lead and train the DE&C team in document management, processes and procedures for projects from inception through to closeout and handover.
• Ensure project compliance with Vantage document controls and file specifications.
• Drive continuous improvement and consistency of document management processes across Design, Construction, Commercial, Commissioning and Operations.
• Additional duties as assigned from time to time by Management.

Job Requirements

• Bachelor’s degree in Construction Management, Engineering or similar field, or equivalent experience, is preferred.
• 3+ years of experience as a Project Coordinator or Document Controller in assisting or supporting construction projects of increasing complexity required.
• Data Center experience is preferred.
• Experience in CSA (civil, structural, architectural) and MEP (mechanical, electrical, plumbing) construction management is a strong preference.
• Experience with project document management systems including Procore and SharePoint, with experience in platforms such as ACC and Aconex preferred.
• Experience in project completion, closeout and handover documentation is preferred.
• Contract preparation and/or commercial document management experience is preferred but not essential.
• Strong organisational skills with the ability to manage document control requirements across multiple concurrent projects and stakeholders.
• Ability to work collaboratively across Design, Construction, Commercial, Commissioning and Operations teams and with external consultants, contractors, vendors and suppliers.
• Role location is preferred to be in a country that VDC currently operates (Hong Kong / Singapore / Malaysia / Australia / Japan / Taiwan), and the work hours are expected to cover the various time zones of the current projects in APAC. This may change and evolve over time.
• Expected travel is less than 5%, but may grow and evolve over time.