Job Title
Document Controller/Project Secretary
Job Description Summary
Job Description
We are looking for a diligent Document Controller/Project Secretary for Data Centers plays a crucial role in supporting the successful execution of data center construction and expansion projects. This position involves assisting project managers, coordinating with various teams, and ensuring that all administrative tasks are completed efficiently and accurately. The Document Controller/Project Secretary must:
Administrative Support must provide comprehensive administrative support to project managers and project teams, including scheduling meetings, preparing agendas, and taking meeting minutes.
Maintain project documentation, including contracts, permits, drawings, and reports. Ensure all documents are organized, up-to-date, and easily accessible.
Facilitate communication among project stakeholders, including clients, contractors, and internal teams. Prepare and distribute project updates and reports.
Assist in creating and maintaining project schedules. Coordinate with team members to ensure timely completion of tasks and milestones.
Monitor project budgets and expenditures. Assist in the preparation of budget reports and financial summaries.
Assist in the procurement of materials and services needed for the project. Track orders and ensure timely delivery of supplies.
Ensure all project activities comply with company policies, industry standards, and regulatory requirements.
Help identify potential risks and issues and assist in developing mitigation strategies.
Coordinate with various teams and departments to ensure seamless project execution. Assist in resolving any administrative or logistical issues that may arise.
Reporting: Prepare and present project status reports, highlighting key metrics, progress, and any potential issues or delays.
- 1 Document Management
Implement and maintain an effective document control system to ensure proper tracking, storage, and retrieval of all project documentation.
Manage the creation, revision, distribution, and archiving of all project documents, including drawings, specifications, contracts, and reports via Procore.
Ensure all documents are complete, accurate, and compliant with company standards and regulatory requirements. Conduct regular audits to verify document integrity.
Maintain version control and ensure that the latest versions of documents are available to all relevant stakeholders. Track changes and maintain a history of document revisions.
Coordinate the distribution of documents to project teams, clients, contractors, and other stakeholders. Ensure timely delivery and accessibility of critical project information.
Implement document security protocols to protect sensitive information. Control access to documents and ensure that only authorized personnel can view or edit them.
Provide training and support to project teams on document control procedures and best practices. Assist with troubleshooting document-related issues.
Generate and distribute regular reports on document status, including outstanding approvals, document updates, and compliance metrics.
Maintain accurate records of all document transactions, including receipts, approvals, distributions, and archiving.
Ensure all document management practices comply with industry standards, company policies, and regulatory requirements.
Organize meetings for the project as per the Rhythm of Business.
Write and issue the AOM and MOM on time.
- 2 - Procurement Management
Follow-up with the vendors to organize the meeting.
Follow-up with vendors to get the documentation and information required on time.
- 3 - Budget Management:
Maintain record of budget documentation and store on the document management system.
- 4 - Stakeholder Management, Communication & Document Control:
Maintain clear and consistent communication with stakeholders regarding project schedule.
Build strong relationship with clients and customers both internal and external.
Assess the effectiveness of the project teams communications outcomes with the critical project stakeholders.
Communicate regularly with your teams and celebrate and share successes.
Ensure Cushman & Wakefield schedule and reporting are being implemented and adhered to.
- 8 - Contract Management:
Maintain the contract executed on the document management system for record and reference.
Communicate with Project Director and other stake holders on the contract update.
- 9 - Reporting and Documentation
Assist Project Director and other team member for the
Maintain detailed documentation of all program activities and decisions.
Check to ensure the Cushman & Wakefield Project Management Methodology (PMM) is being followed.
Provide support to the projects to ensure the project documentation and administration is as per the PMM processes.
Ensure lessons learned and project review findings are actioned and share with the teams and peers.
Develop daily, weekly, and monthly program update.
Develop program workshop session and reporting.
- 11 - Project Closure:
Conduct a final review of the projects schedule performance.
Document lessons learned regarding financial management for future projects.
- 0 - Cushman & Wakefield Specific:
- 1 - Project Team Specific:
Work with project team and support project team to be cohesive and facilitate a team culture.
Be aware of the Cushman & Wakefield values and policies and provide example by conducting yourself in accordance with these tenets.
Keep team member involved and informed; provide feedback, coaching & mentoring for team(s) with regards to document control
Resolve difficult personnel situations directly, using appropriate discretion, Project Director and HR advice and respect for the individual.
- 2 - Business Specific:
Support Cushman & Wakefield to submit proposal and business cases.
Accompany leadership for business generation events and meetings.
- 3 - Key Performance Indicators (KPIs):
Adherence to Cushman & Management values.
Ensures accuracy and thoroughness in all aspects of administrative work.
Works effectively with diverse teams and stakeholders to achieve project goals.
Adjusts to changing project needs and priorities.
Takes initiative to identify potential issues and proactively addresses them.
Why join Cushman & Wakefield
As one of the leading global real estate services firms transforming the way people work, shop and live working at Cushman & Wakefield means you will benefit from:
Being part of a growing global company
Career development and a promote from within culture
An organization committed to Diversity and Inclusion
We're committed to providing work-life balance for our people in an inclusive, rewarding environment.
We achieve this by providing a flexible and agile work environment by focusing on technology and autonomy to help our people achieve their career ambitions.
We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent.
We encourage continuous learning and development opportunities to develop personal, professional, and technical capabilities, and we reward with a comprehensive employee benefits program.
We have a vision of the future, where people simply belong. That's why we support and celebrate inclusive causes, not just on days of recognition throughout the year, but every day.
We embrace diversity across race, color, religion, sex, national origin, sexual orientation, gender identity or persons with disabilities or protected veteran status.
We ensure DEI is part of our DNA as a global community - it means we go way beyond than just talking about it - we live it. If you want to live it too, join us.
