Document Control Manager, APAC

About Vantage

Vantage powers, cools, protects and connects the technology of the world’s well-known hyperscalers, cloud providers and large enterprises. Developing and operating across North America, EMEA and Asia Pacific, Vantage has evolved data center design in innovative ways to deliver dramatic gains in reliability, efficiency and sustainability in flexible environments that can scale as quickly as the market demands.

Position Description

Vantage is looking for a Document Control Manager, APAC to drive core project document management and coordination efforts across a wide spectrum of ongoing Design Engineering & Construction projects.

The role will drive consistency in document control and information management across current and future APAC projects, including project filing structures and systems, commercial documentation, project reporting, completion and handover documentation, and the transition of project information into Operations.

Regular collaboration and coordination is required with internal Design, Construction, Commercial, Commissioning and Operations teams, as well as external consultants, general contractors, vendors and suppliers.

Whilst this role’s reporting line will be to the Director, Project Delivery, APAC, the Document Control Manager will also work closely with and for the Design Engineering & Construction and Commercial and Operations teams across the APAC portfolio.

Essential Job Functions

• Drive the management and distribution of the various documents across current and future APAC projects, enabling consistency and ease of access to the most up-to-date information.
• Proactive organisation and management of project filing structures and hierarchies.
• Audit Procore and VDC SharePoint for organisation, completeness and compliance of project documentation.
• Manage the transfer and synchronisation of information and documents between Procore/VDC SharePoint and other external platforms as mandated by our Customers (e.g. ACC, Aconex, etc.).
• Act as the first Point of Contact for Site Selection and New Site Development Intake forms.
• Facilitate weekly project reporting.
• Create and manage standardised templates, registers, filing structures and document control processes across APAC projects.
• Drive commercial document standardisation across APAC projects, including consistent document management, filing structures, registers and workflows for contracts, purchase orders, variations/change orders, payment applications, invoices, approvals and associated commercial records.
• Support the Commercial team in establishing consistent document management processes and standards across the APAC portfolio.
• Establish and maintain Operations document management standards, working with Operations to define documentation requirements, filing structures, ownership and governance for operational facilities.
• Lead document management for project completion and handover, establishing documentation and handover requirements from project inception and progressively managing these through construction, commissioning, Operational Readiness and final handover.
• Develop and manage standardised APAC completion and handover processes, including completion registers and trackers, as-built documentation, O&M manuals, warranties, commissioning records, training records, statutory documentation and other required closeout deliverables.
• Coordinate the transition and handover of project documentation to Operations, ensuring documentation is complete, quality checked, appropriately structured and transferred into the required Vantage systems.
• Monitor and report completion and handover readiness, identifying documentation gaps and overdue deliverables and coordinating with project teams, consultants, contractors and vendors to achieve closeout.
• Lead and train the DE&C team in document management, processes and procedures for projects from inception through to closeout and handover.
• Ensure project compliance with Vantage document controls and file specifications.
• Drive continuous improvement and consistency of document management processes across Design, Construction, Commercial, Commissioning and Operations.
• Additional duties as assigned from time to time by Management.

Job Requirements

• Bachelor’s degree in Construction Management, Engineering or similar field, or equivalent experience, is preferred.
• 3+ years of experience as a Project Coordinator or Document Controller in assisting or supporting construction projects of increasing complexity required.
• Data Center experience is preferred.
• Experience in CSA (civil, structural, architectural) and MEP (mechanical, electrical, plumbing) construction management is a strong preference.
• Experience with project document management systems including Procore and SharePoint, with experience in platforms such as ACC and Aconex preferred.
• Experience in project completion, closeout and handover documentation is preferred.
• Contract preparation and/or commercial document management experience is preferred but not essential.
• Strong organisational skills with the ability to manage document control requirements across multiple concurrent projects and stakeholders.
• Ability to work collaboratively across Design, Construction, Commercial, Commissioning and Operations teams and with external consultants, contractors, vendors and suppliers.
• Role location is preferred to be in a country that VDC currently operates (Hong Kong / Singapore / Malaysia / Australia / Japan / Taiwan), and the work hours are expected to cover the various time zones of the current projects in APAC. This may change and evolve over time.
• Expected travel is less than 5%, but may grow and evolve over time.

We operate with No Ego and No Arrogance. We work to build each other up and support one another, appreciating each other’s strengths and respecting each other’s weaknesses. We find joy in our work and each other, actively seeking opportunities to inject fun into what we do. Our hard and efficient work is rewarded with an above market total compensation package. We offer a comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations.

Throughout the year, the advantage of being part of the Vantage team is evident with an array of benefits, recognition, training and development, and the knowledge that your contribution adds value to the company and our community.

Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values.

Vantage is an Equal Opportunity Employer.

Vantage does not accept unsolicited resumes from search firm agencies. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Vantage.