Lead Document Controller - Data Centre Project

Solvexis by Studibo; Kouvola; On-site; EUR 70,000 - 90,000; Full time

Job summary

Solvexis Consult is seeking an experienced Lead Document Controller for a major data centre project in Kouvola, Finland. You will establish and lead the project’s document control function from the outset, implementing the DMS, developing procedures, training users and building the controls team.

The role covers the full project lifecycle, from design through handover, ensuring information is accurate, traceable and accessible to stakeholders.

Qualifications

• Significant document control experience on large construction or capital projects.
• ≥2 years in a lead or supervisory document control role.
• Proven ability to establish document control systems from project start.
• Practical experience with platforms such as Autodesk, Project Hub, SharePoint or equivalent.
• Experience training users and building/document control teams.
• Strong knowledge of construction workflows, revision control and handover requirements.
• Excellent written and spoken English.
• The right to live and work in Finland.
• Experience on data centre, mission-critical, industrial or major infrastructure projects is an advantage.
• Knowledge of ISO 19650, BIM information management is desirable.

Responsibilities

• Support selection, configuration and implementation of the project’s electronic document management system and CDE.
• Develop document control and information management plans, procedures and workflows.
• Define document numbering, naming conventions, metadata and access permissions.
• Set up and maintain the Master Document Register and Master Deliverables List.
• Define submission, distribution, review and approval workflows for consultants, contractors and suppliers.
• Coordinate information management with project controls, procurement and BIM teams.
• Recruit, onboard, train and lead the document control team.
• Deliver system training and provide user guides and onboarding materials.
• Oversee receipt, registration, distribution and archiving of drawings, specs, RFIs and submittals.
• Maintain revision control and ensure superseded documents are withdrawn.
• Monitor review cycles, track responses and escalate delays.
• Manage user access, confidentiality and data protection.
• Conduct document control audits and maintain audit trails.
• Plan and coordinate final handover documentation.

Skills

Document control

Leadership

ISO 19650

English (written and spoken)

Stakeholder management

Information security and data handling

Tools

Autodesk

Project Hub

SharePoint

Job description

Location: Kouvola, Finland – full-time, site-based

Start: Immediate

Assignment duration: Project duration

Reports to: Project Director

About the position

Solvexis Consult is looking for an experienced Lead Document Controller for a major data centre construction project in Kouvola, Finland.

You will establish and lead the project’s document control function from the outset. Working closely with the client and project management, you will implement the document management system, develop procedures, train users and build the document control team.

The role covers the full project lifecycle, from design and procurement through construction, commissioning and handover. You will ensure that project information is accurate, current, traceable and accessible to the people who need it.

Responsibilities

• Supporting the selection, configuration and implementation of the project’s electronic document management system and common data environment.
• Developing document control and information management plans, procedures and workflows aligned with client requirements and ISO 19650 principles.
• Establishing document numbering, naming conventions, metadata, revision and status codes, folder structures and access permissions.
• Setting up and maintaining the Master Document Register and Master Deliverables List.
• Defining document submission, distribution, review and approval workflows for consultants, contractors, subcontractors and suppliers.
• Coordinating information management requirements with project controls, procurement, planning and BIM teams.
• Recruiting, onboarding, training and leading the document control team as project needs develop.
• Delivering system and procedure training, supported by user guides, onboarding materials and refresher sessions.
• Overseeing the receipt, registration, distribution and archiving of drawings, specifications, RFIs, submittals, method statements and other project records.
• Maintaining revision control so that teams use current approved information and superseded documents are withdrawn from use.
• Monitoring review cycles, tracking outstanding responses and escalating delays affecting project milestones.
• Managing user access and supporting project confidentiality, information security, data protection and records retention requirements.
• Conducting document control audits, addressing non-conformities and maintaining a clear audit trail.
• Reporting document status, turnaround times, outstanding reviews and performance against planned deliverables.
• Resolving system issues with IT and platform providers and improving processes as the project develops.
• Planning and coordinating final handover documentation, including as-built records, commissioning dossiers, operation and maintenance manuals and digital asset information.

Qualifications and experience

We expect that you have:

• Significant document control experience on large construction or capital projects, typically five years or more.
• At least two years of experience in a lead or supervisory document control role.
• Proven experience establishing document control systems and procedures from the start of a major project.
• Practical experience with platforms such as Autodesk, Project Hub, SharePoint or equivalent document management systems.
• Experience training users and building, leading and developing document control teams.
• Strong knowledge of construction workflows, drawing and revision control, transmittals and handover requirements.
• Excellent written and spoken English.
• Strong communication and stakeholder-management skills.
• The right to live and work in Finland.

Experience from data centre, mission-critical, industrial or major infrastructure projects will be an advantage.

Knowledge of ISO 19650, ISO 9001, ISO 15489 and BIM information management is desirable. Finnish and/or Swedish language skills, relevant education and professional qualifications are also an advantage.

Personal qualities

You are structured, proactive and thorough, with the ability to maintain accuracy under pressure. You can turn project requirements into practical workflows and help others use them consistently.

You are comfortable taking ownership, leading a team and following up with stakeholders at all levels. You handle confidential information responsibly and address problems before they affect project delivery.

What we offer

At Solvexis, you will be supported throughout your assignment through structured onboarding, administrative support, documentation assistance and regular follow-up.

You will have the opportunity to shape the document control function from the beginning of a major data centre project and lead it through to handover.

Employment terms will be agreed based on your qualifications, experience and the conditions of the assignment. Flexibility may be required during key project milestones, and occasional travel to other project locations or offices may be necessary.