Information Coordinator - Grid (ONSS & OFSS)

Morson Group; Greater London, Glasgow; Hybrid; GBP 30,000 - 48,000; Full time

Job summary

Scottish Power Renewables is seeking an Information Coordinator to join the EA2 project, based in London or Glasgow with hybrid working. The role focuses on overseeing receipt and distribution of package information, maintaining status records and tracking performance against schedules.

You will support two windfarm packages (OFSS and ONSS) and liaise with package teams, contractors and certification bodies to ensure timely exchange of all required documentation.

Qualifications

• Experience in project administration.
• Good knowledge of large-scale projects and associated administrative tasks.
• IT literate with the ability to operate MS Office and other IT based project management software.
• Solid organisation and time-management skills.
• Knowledge and experience of multi-tasking and prioritising.
• Working knowledge of document control systems (Aconex).

Responsibilities

• Act as the Package’s main point of contact for Document Control, MWS and Certification tasks.
• Ensure compliance with project document control procedures and workflows, and manage formatting/uploading of documents in Aconex.
• Ensure the internal timely sharing of information within each package and between EA2 packages.
• Ensure external timely sharing of information between packages and their Contractors.
• Maintain document trackers, registers/logs on Design Decisions and Changes, expediting latest deliverables to meet project timelines.
• Monitor contractor document deliverables to ensure alignment with contractual requirements and escalate bottlenecks.
• Keep document distribution and communication matrices up to date.
• Upload and maintain Aconex metadata for each package.
• Review and process Contractor’s Daily Progress Reports.
• Register Communications Notes, Technical Queries and other communications in trackers.
• Coordinate responses and ensure timely responses to contractors on key interfaces.
• Support administrative requirements of package budget control, interface and risk management.
• Produce performance metric reports for document transmittals and workflows.
• Work with Document Controllers and Information Coordinators to monitor on-time completion of workflows.
• Maintain strict version control and ensure latest approved documents are used.
• Assist with completions packages and workflows in Aconex, ensuring metadata status and review cycles.
• Manage the package Documents Review Matrix and ensure MDR items are assigned and metadata is filled by contractors.
• Monitor and report document progress against baseline in line with Takeover milestones.

Skills

Project administration

Time management

Organisational skills

Multi-tasking

Prioritisation

Tools

Aconex

MS Office

PowerBI

Job description

Scottish Power Renewables are looking for an Information Coordinator to join their EA2 project, based in either London or Glasgow.

• Information Coordinator
• Scottish Power Renewables - EA2 project
• Initial contract until 31st Dec 2027
• London or Glasgow/hybrid style working
• Full time, Mon - Fri
• Inside IR35, PAYE and Umbrella options available

Main Purpose of Job

The OFSS & ONSS Information Coordinator will oversee and report on the receipt and distribution of package information, keeping accurate records of information status and tracking performance against the programme and the document release schedule. The OFSS & ONSS Information Coordinator will also work closely with package team members to monitor the compilation of information and ensure timely exchange of all required documentation.

The OFSS & ONSS Information Coordinator will support two windfarm packages concurrently – Offshore Substation (OFSS) and Onshore Substation (ONSS).

Key Tasks

• Act as the Package’s main point of contact as far as Document Control, MWS and Certification tasks are concerned.
• Ensure compliance with project document control procedures and workflows, management of the formatting / uploading of documents to the project’s Electronic Data Management System (Aconex).
• Ensure the internal timely sharing of information within each package and also between the rest of EA2 packages.
• Ensure the external timely sharing of information between packages and their respective Contractors.
• Maintain document trackers, technical document registers/logs on Design Decisions and Design Changes, expediting latest deliverables to meet project timelines, both within each package and interfacing with each package main Contractor, together with ensuring any follow up actions emanating from these logs are adequately closed. Track those actions against project programme as appropriate.
• Monitor contractor document deliverables to ensure alignment with contractual document requirements, identifying and escalating documentation bottlenecks or delays, proposing mitigation measures.
• Keeping document distribution and communication matrices up to date.
• Upload and maintain Electronic Data Management System (Aconex) for each package, including managing all metadata.
• Review and process of Contractor’s Daily Progress Reports.
• Register Communication Notes, Technical Queries and other communications in appropriate trackers.
• Coordinate responses and ensure on time response to contractor on key project interfaces.
• Support administrative requirements of package budget control, interface and risk management
• Ad hoc support to package as required to ensure package delivery in line with budget, programme and quality expectations. Produce performance metric reports for document transmittals, workflows, and completions, gathering and consolidating reporting information across the teams.
• Work with Document Controllers and other Information Coordinators to monitor on time completion of workflows by package team members.
• Maintain strict version control and ensure all team members work with the latest approved documents.
• Assist with the preparation, submission, and closure of completions packages and workflows in Aconex, ensuring the proper status of the metadata and the review cycles.
• Manage the package Documents Review Matrix (DRM), ensuring all contractor Master Document Register (MDR) items are included and allocated to the correct reviewers, and also ensuring all the required Aconex metadata is properly filled by the Contractors
• Monitor and report document progress against baseline in line with Takeover Procedure milestones. Special relevancy to monitor the status of the documentation packs for the as built dossiers and the transfer of care doc packs between packages.
• Prepare periodic reports summarizing documentation status, KPIs, risks, and pending actions.
• Support audits and certification processes by providing traceable documentation and logs.
• Facilitate communication between package teams, contractors, and certification bodies to ensure smooth documentation flow.
• Support project lessons learned processes, also registering lessons learned in appropriate tracker(s).

Key Criteria

Essential

• Experience in project administration
• Good knowledge of large-scale projects and associated administrative tasks
• IT literate with the ability of operate MS Office and other IT based project management software
• Solid organisation and time-management skills
• Knowledge and experience of multi-tasking and prioritising
• Working knowledge of document control systems (Aconex)

Desirable

• Aconex advanced experience (including automation)
• PowerBI
• Experience working on offshore projects with or for an EPCI contractor