Project Admin / Doc Controller, Data Center Security

Convergint Finland Oy; Helsinki; Presencial; EUR 40 000 - 62 000; Tempo integral

Resumo da oferta

Convergint Finland Oy is seeking a Document Controller / Project Administrator to manage project documentation and administration for mission-critical data center construction environments. The role covers control of drawings, submittals, and acceptance testing records, ensuring compliance and on-time client delivery.

You will support PMs and site teams, prepare reports, coordinate meetings, and maintain filing systems while ensuring site records reflect progress and audit readiness.

Qualificações

• Strong written and verbal communication in English; German helpful.
• Experience maintaining project documentation and administration.
• Comfort with document control, records, and governance requirements.
• Familiarity with construction-site environment and safety records.
• Proactive, detail-oriented, and able to manage multiple tasks.

Responsabilidades

• Maintain and manage all project documentation throughout the lifecycle.
• Control revision status of drawings, submittals, specs and design docs.
• Distribute approved docs to teams, contractors, and clients on time.
• Operate document management systems (G suite, Asite, ACC, Viewpoint, Aconex).
• Track workflows: submissions, reviews, approvals, comments.
• Coordinate handover docs and maintain traceability with PM.

Conhecimentos

Communication skills

MS Office

Organizational skills

Stakeholder collaboration

Leadership

Initiative

Adaptability

Problem solving

Formação académica

High School Qualifications or Equivalent

Ferramentas

Outlook

Excel

Word

PowerPoint

Gdocs/Suite

Descrição da oferta de emprego

The Document Controller / Project Administrator is responsible for the management, control, distribution, and coordination of all project documentation and administration activities associated with the delivery of physical security systems within mission-critical data center construction environments.

The role supports the successful installation and commissioning of security solutions including access control, CCTV, perimeter protection, security management systems, and integrated interfaces. The position ensures all project records are maintained accurately, compliance requirements are met, and client documentation is delivered in accordance with project programs and data center standards and agreed document platforms.

Job Responsibilities

Document Control

• Maintain and manage all project documentation throughout the project lifecycle.
• Control revision status of drawings, technical submittals, specifications, and design documentation.
• Ensure timely distribution of approved documentation to project teams, contractors, consultants, and clients.
• Operate client and contractor document management systems such as G suite, Asite, ACC, Viewpoint, Aconex, or similar platforms.
• Track document workflows include submissions, reviews, approvals, and comments.
• Maintain up-to-date registers for:
  • Drawings
  • RFIs
  • Technical Submittals
  • Equipment Schedules
  • Design Change Notices
  • NCRs
  • Commissioning Documentation
• Coordinate project handover documentation and maintain document traceability with project manager and team

Project Administration

• Provide administrative support for Project Managers, Site Managers, and Site Teams.
• Prepare project reports, presentations, and client documentation packs.
• Schedule and coordinate project meetings as directed by the PM or Director.
• Produce meeting minutes and track action registers.
• Maintain correspondence logs and project filing systems.
• Assist with subcontractor onboarding and document compliance.
• Track project milestones and key deliverables.
• Support procurement administration and material tracking activities.
• Control Audit documentation and safety registers aligned with all required daily and weekly checks on site.
• This is a site based role – 5 days a week.

Data Centre Security Systems Overview

• Electronic Access Control Systems
• CCTV & Video Analytics Platforms
• Perimeter Intrusion Detection Systems (PIDS)
• Security Operations Centre (SOC) Integration
• Turnstiles and Physical Entry Control Systems
• Visitor Management Systems
• Key Management.
• Intercom & Emergency Communication Systems
• Integrated Security Management Platforms
• Data Centre Physical Security Compliance Requirements

Responsibilities include

• Maintaining equipment schedules and asset databases.
• Managing security system commissioning records.
• Tracking installation progress against program.
• Coordinating technical documentation for client approval.
• Supporting FAT (Factory Acceptance Testing) and SAT (Site Acceptance Testing) documentation.
• Managing O&M Manuals and As-Built Documentation preparation.

Job Skills Requirements

• Excellent communication skills both oral and written. English primary, German would be useful.
• Solid Microsoft Outlook, Excel, Word, and Power Point, Gdocs/Suite skills
• Solid organisational skills and the ability to handle multiple project tasks simultaneously, whilst maintaining attention to detail and accuracy.
• Solid ability to facilitate a collaborative working environment for stakeholders and team members.
• Client Focus – Maintaining awareness of and seeking to meet the needs and wants of the client where directed to do so.
• Leadership Orientation – Actively seeks ways in which to act as a role model, guide, develop and mentor others within the Operations team and stakeholder group.
• Initiative – Engages in proactive behavior and looks for efficient ways of working and develops those processes.
• Adaptability – Responds effectively to changes in situation or information.
• Lateral thinker and problem-solving can-do attitude.

Education Requirements

• High School Qualifications or Equivalent

Experience Requirements

• Previous administrative support or related experience preferred.
• Previous experience in maintaining Project Documentation preferred.
• Previous administrative support
• Computer skills
• Good communicator.
• Understands a construction site environment

Typical Candidate Profile

• 3–5+ years’ experience in document control or project administration.
• Experience working within live or construction-phase data centers.
• Familiarity with hyperscale data center clients such as Microsoft, Google, Amazon Web Services (AWS), Meta, or colocation providers.
• Strong understanding of security, confidentiality, and project governance requirements within mission-critical infrastructure environments.

This role is a critical position within a data center security project team, ensuring that all project information, technical documentation, and compliance records are controlled effectively to support successful project delivery, commissioning, and client handover.