Project and Document Management Assistant

Gleeds Corporate Services Ltd; Lombardia; On-site; EUR 35,000 - 55,000; Full time

Benefits offered by this job

Employee Assistance Programme

Salary range: €35,000 - €55,000 (based

based on experience and qualifications

Job summary

Gleeds Corporate Services Ltd seeks a site-based coordinator for data centre construction projects. You will assist day-to-day activities, coordinate information flow, and ensure completed work aligns with project standards.

Working with the PM team, you will manage documentation, attend site meetings, monitor health, safety and risk processes, and maintain strong client relationships through timely reporting.

Qualifications

• 3 years of experience in large-scale construction projects.
• Experience in documentation and information management.
• Clear understanding of legislation impacting building contracts.
• Excellent oral and written communication skills.
• Methodical approach to work.
• Strong problem-solving, negotiating, financial and numeracy skills.
• Proficient ICT skills (Outlook, Word, Excel, PowerPoint).
• Team player with professional English and Italian.
• Eligible to work in Italy (visa sponsorship not available).

Responsibilities

• Support Business Unit Directors in delivering objectives.
• Engage with customers and maintain relationships.
• Chair and record minutes for project site meetings.
• Attend and monitor contractor coordination meetings and escalate issues.
• Prepare a project execution plan detailing processes and roles.
• Manage change with client, PM team and contractors.
• Handle information and technical documentation and archiving.
• Contribute to project risk registers and risk workshops.
• Monitor performance of consultants, contractors and vendors.
• Conduct regular site walks and inspections.
• Review construction, logistics, safety and quality plans prior to start.
• Participate in value engineering and feasibility studies.
• Check safety policies prepared by the contractor.
• Assist in handover planning and management tools.
• Alert directors to potential issues impacting PI insurance.

Skills

MS Office

English

Italian

Education

Engineering or Architecture degree

Tools

Documentation management

Job description

About this opportunity

You will assist with the day-to-day activities of the data centre construction site, managing and coordinating the flow of information and reporting and tracking issues arising from progress, quality and safety. Working with the PM team, you shall verify that the completed work is properly executed.

This role is site-based.

Responsibilities include but are not limited to:

• Supporting Business Unit Directors in delivering business objectives.
• Positively engaging with customers and developing, growing and maintaining customer relationships.
• Assisting in the preparation, chairing and recording of minutes for project site meetings.
• Attending and monitoring the general contractor´s technical coordination meetings and escalating any issues arising.
• Assisting in the preparation of a project execution plan that identifies key processes and the roles and responsibilities of the project team, the contractor and specialist sub-contractors and suppliers.
• Assisting in the management of the change management process by liaising with the client's team, PM team and contractors in clarifying all necessary scope, justification and technical details.
• Managing information and technical documentation, including document storage, filing and archiving, verification and checking for standards compliance, database maintenance and updates.
• Contributing to the development and regular update of the project risk register, assisting in the management of risk workshops.
• Monitoring the performance of the consultant team, contractor and vendors.
• Undertaking regular site walks and inspections.
• Reviewing the general contractor's construction plan, site logistics plan, health & safety plan and quality plan prior to construction start.
• Participating in value engineering exercises and supporting the delivery of related optioneering and/or feasibility studies.
• Checking the safety policy and processes prepared by the contractor.
• Assisting in the implementation of a handover plan or other management tools.
• Advising directors promptly of any issues that have arisen, or may arise, on projects; in particular those that might impact on Gleeds' professional indemnity (PI) insurance.

As a Gleeds team member, you will have access to:

• Opportunities to develop and grow your career
• Employee Assistance Programme
• Salary range: €35,000 - €55,000 (based on experience and qualifications)

Who we’re looking for:

Experience, Knowledge and Key Skills

• 3 years of experience in large-scale construction projects. Experience in data centres or life science projects is a plus.
• Experience in documentation and information management.
• Clear understanding of legislation impacting building contracts.
• Excellent communication skills - both oral and written.
• Methodical way of thinking and approach to work.
• Excellent problem-solving, negotiating, financial and numeracy skills
• Sound ICT skills, with a high proficiency in MS Outlook, Word, Excel, and PowerPoint
• Ability to work as part of a team.
• Professional level of English and Italian.
• Eligible to work in Italy(visa sponsorship is not available).

Qualifications

• Engineering or Architecture degree

About us

A world of opportunity

Gleeds is a place to be part of something bigger. We take pride in our diverse and supportive culture that empowers you to make a difference while creating connections with brilliant people – colleagues and clients alike. Enjoy doing work that shapes our collective future, while steering your own journey in a trusting environment. Benefit from our rich heritage and global opportunities as you construct a career with purpose.

With over 75 offices across the globe, you’ll become part of a truly global team that isn’t restricted by borders. We welcome new perspectives and ideas but above all, we believe that quality relationships sit at the heart of good business. We strive to be the people that seek to understand and bring people together. Wherever we are in the world, we’re committed to the success of our people, clients and communities – giving everyone a safer and more sustainable place to live, work and thrive.

Our values underpin what we stand for and how we work:

• Professionalism with personality
• Excellence with humility
• Innovation with agility

We’re an equal opportunities employer and welcome applications regardless of age, disability, marital status, race, religion or belief, sexual orientation, transgender status or gender.

We recognise the importance of work/life balance and agree flexible working arrangements to suit each individual.

Gleeds is a Great Place to Work certified employer.