Commissioning Documentation Coordinator

ZipRecruiter; Cheltenham; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in the engineering sector is seeking a Commissioning Documentation Coordinator to manage and organise technical documentation for data centre projects. This role involves ensuring compliance, facilitating collaboration, and maintaining accurate records, contributing significantly to the project's success. Candidates should possess relevant qualifications and proven experience in document control, alongside strong interpersonal and organisational skills.

Qualifications

• Experience in document control and managing technical documentation workflows.
• Proven track record of excellent communication and people management skills.
• Independent worker with strong prioritisation and high attention to detail.

Responsibilities

• Collate and manage technical documentation for data centre projects.
• Ensure compliance with regulations and standards during documentation.
• Facilitate communication between project stakeholders regarding documentation status.

Skills

Communication

Time Management

Interpersonal Skills

Attention to Detail

Education

Relevant qualifications related to document control or commissioning

Tools

Office software

Documentation sharing systems

InDesign

Job description

Job Description

The Role

A pivotal aspect of commissioning our live data centre projects is the collation and organisation of all technical documentation. This role requires the dedicated collection of all technical documentation during the testing, commissioning, and handover phases. You will ensure accuracy, distribution, compliance, version control, confidentiality, and maintenance of documentation for efficient retrieval.

You will work collaboratively as part of the project team, facilitating the sharing of knowledge and best practices with the wider team, clients, and other project stakeholders. You will maintain responsibility for your own performance, continually developing your skills and knowledge, assist with general administration as needed, and drive improvements within the document control scope.

Main Responsibilities

• Ensure all technical files and drawings are correctly filed, named, and stored.
• Collate and develop testing packs and technical handover packs.
• Manage the workflow of technical files and drawings, ensuring they pass through the project workflow correctly and on time.
• Expedite late documentation from clients, suppliers, internal teams, and consultants, particularly all technical handover information and testing documentation.
• Ensure mark-ups and comments can be uploaded and reviewed by all relevant parties.
• Promote collaboration between clients, consultants, contractors, and subcontractors.
• Notify the correct groups and individuals of files/drawings requiring their attention, avoiding irrelevant notifications.
• Introduce a process to assign specific files/drawings to the relevant individuals for review.
• Ensure the workflow and review process is simple, effective, and reduces workload rather than increases it.
• Take responsibility for collating all technical and commissioning documentation at project handover.
• Download and publish documents and drawings in accordance with project procedures as agreed with the Technical Project Manager.
• Track all incoming and outgoing technical documentation, including logging registers and issuing document transmittals.

Key Responsibilities (Commissioning Focus)

• Organise, maintain, and retrieve commissioning documentation, ensuring easy access for the project team.
• Review and approve commissioning documents to meet project quality standards before distribution.
• Ensure all documentation complies with relevant regulations, standards, and project requirements.
• Prepare and co-ordinate handover documentation to the client, ensuring completeness and user-friendliness.
• Communicate regularly with the project team, stakeholders, and clients about the status of commissioning documentation.
• Maintain accurate records of commissioning activities, including test reports, checklists, and deficiency lists.
• Prepare and distribute reports on the status of commissioning documentation.
• Contribute to the development and maintenance of system manuals, ensuring accuracy and comprehensiveness.
• Co-ordinate with other project team members to ensure completion and availability of all commissioning documentation.

Example Scenario

In a data centre project, the Commissioning Documentation Coordinator would gather and organise documentation related to critical systems such as power distribution, cooling and HVAC, fire suppression, and security. This includes test reports, checklists, equipment manuals, and as-built drawings. The coordinator ensures this documentation is available to the project team, data centre owner, and maintenance staff.

Importance of Commissioning Documentation

Commissioning documentation provides a clear, accurate record of the commissioning process, ensuring the data centre systems operate as intended. It is vital for future maintenance and facility operation, offering valuable insights into the systems and equipment.

Qualifications

• Relevant qualifications related to document control or commissioning.

Knowledge

• Sound understanding of engineering/manufacturing principles.
• Excellent communication and people management skills.

Experience

• Proven experience in document control and managing technical documentation workflows.

Skills – Personal

• Able to work independently and as part of a wider team.
• Professional with excellent communication and interpersonal skills.
• Strong time management and prioritisation skills.
• High attention to detail.

Skills – Technical

• Proficient with multiple office software and documentation sharing systems.
• Experience with InDesign desirable but not essential.