Document Controller

Vertiv Co; Lombardia; On-site; EUR 39,000 - 49,000; Full time

Job summary

Vertiv in Milan, Italy is seeking a Document Controller to manage the lifecycle of project and company documents, ensuring accuracy, version control, and accessibility for authorized teams. You will use EDMS tools like SharePoint, Asite, and Procore to upload, retrieve, and archive documents, while ensuring compliance with laws and internal standards.

The role requires English fluency, attention to detail, strong organization, and the ability to work under pressure in a collaborative,

Qualifications

• University degree preferred.
• English fluency.
• Experience in managing documents and EDMS platforms.
• Excellent written and verbal communications.
• Excellent customer service skills.
• Strong organizational and time management skills.
• Attention to details and ability to work under pressure.
• Self-motivated and capable of operating with minimal supervision.
• Multi-tasking ability with a flexible approach to work.
• Valid full driving license.

Responsibilities

• Receive, log, and assign unique identification codes to incoming and outgoing project documents (e.g., blueprints, transmittals, RFIs).
• Inspect files for proper signatures, formatting, revision numbers, and adherence to standards and local regulations.
• Maintain electronic document management systems (EDMS) such as SharePoint, Asite, Procore, etc.
• Ensure teams use only the latest approved document versions while archiving obsolete files.
• Generate regular document status reports, transmittal logs, and overdue action lists for project managers, and assist during audits.
• Safeguard sensitive company data, manage access permissions, and handle long-term archiving.
• Communicate clearly with internal and external stakeholders to support business objectives.

Skills

University degree

English fluency

EDMS experience

Comms skills

Customer service

Org & time mgmt

Attention to detail

Autonomy

Multi-tasking

Driving license

Education

University degree (preferred)

Tools

SharePoint

Asite

Procore

Job description

Who are we?

At Vertiv, we’re on a mission to empower the people that will power the future. From a simple swipe to life-changing medicines, from push notifications to generative AI. We design, manufacture, and service the products and solutions that keep the world connected. With $6.9 billion in sales, a strong customer base and global reach spanning nearly 70 countries, we are uniquely positioned to deliver greater value to our customers and create new opportunities for our people.

Job Description

We are currently seeking a Document Controller - to join our dynamic team in Milan, Italy!

Job Summary

This role manages the lifecycle of project and company documents, ensuring all technical drawings, contracts, reports, and correspondence are accurately filled, version-controlled, and accessible to authorized teams.

Role duties include using document management software to upload or scan paper documents, retrieving documents for authorized personnel and ensuring document storage to comply with laws and regulations.

What You Will Be Doing

• Document Intake and Registration: Receive, log, and assign unique identification codes to incoming and outgoing project documents (e.g., blueprints, transmittals, RFIs).
• Quality and Compliance Checks: Inspect files for proper signatures, formatting, revision numbers, and adherence to standards and local regulations.
• EDMS & Software Management: Maintain electronic document management systems (EDMS) such as SharePoint, Asite, Procore, etc.
• Version Control: Ensure teams use only the latest approved document versions while archiving obsolete files.
• Reporting and Audits: Generate regular document status reports, transmittal logs, and overdue action lists for project managers, and assist during audits.
• Confidentiality and Archiving: Safeguard sensitive company data, manage access permissions, and handle long‑term archiving.
• Communication: Ensures communication is clear and in line with the business culture. Actively seeks and develops opportunities for mutually beneficial relationships throughout the connected business departments. Focus should be applied to effective communication when dealing with external stakeholders.
• Meetings: Attends and actively participates in meetings with the business.
• Health and Safety: Ensures all regulatory and business critical Health & Safety guidelines are always followed without compromise.
• International Trade Compliance: Ensures that any activity, task and responsibility required by the role in terms of ITC Regulation is managed and performed in full compliance with the Company ITC certification program.
• Other: The above duties and responsibilities are intended to describe the general nature and requirements of the role and are not intended to be an exhaustive list. To achieve business objectives, other duties may be included at the discretion of the department manager.

Interactions

Key internal stakeholders: Sales, Service, Project Management, Factories, Suppliers

Key external stakeholders: Clients, Consultants, Contractors, End Users

What Will Make You Successful

• University degree (preferred)
• English fluency
• Experience in managing documents and EDMS platforms.
• Excellent written and verbal communications.
• Excellent customer service skills and smart appearance are essential.
• Excellent organizational and time management skills.
• Attention to details and capable of working in situations of strong pressure
• Self-motivated and capable of operating with minimal supervision.
• Multi-tasking ability with a flexible approach to work.
• Valid full driving license.

The successful candidate will embrace Vertiv’s Core Principals & Behaviors to help execute our Strategic Priorities.

OUR CORE PRINCIPALS

Safety. Integrity. Respect. Teamwork. Diversity & Inclusion.

OUR STRATEGIC PRIORITIES

• Customer Focus
• Operational Excellence
• High-Performance Culture
• Innovation
• Financial Strength

OUR BEHAVIORS

• Own It
• Act With Urgency
• Foster a Customer-First Mindset
• Think Big and Execute
• Lead by Example
• Drive Continuous Improvement
• Learn and Seek Out Development

The anticipated salary range for this role in Milan, Italy is between 39.000€ and 49.000€ gross per year (based on a full‑time working week). Certain roles may be eligible for variable compensation and benefits. Where applicable, a comprehensive overview of the full benefits package and any additional compensation will be provided during the recruitment process in accordance with local legal requirements. Compensation is determined based on objective, gender‑neutral criteria, including skills, experience, and job responsibilities.