Information Coordinator

The FOU & FTI 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 FOU & FTI 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 FOU & FTI Information Coordinator will support two windfarm packages concurrently - Foundations Supply (FOU) and Foundations Transport and Installation (FTI). Key Tasks

1. Act as the Package's main point of contact as far as Document Control, MWS and Certification tasks are concerned (VCS, TRN and SDC).
2. 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).
3. Ensure the internal timely sharing of information within each package and also between the rest of EA2 packages.
4. Ensure the external timely sharing of information between packages and their respective Contractors.
5. 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.
6. Monitor contractor document deliverables to ensure alignment with contractual document requirements, identifying and escalating documentation bottlenecks or delays, proposing mitigation measures.
7. Keeping document distribution and communication matrices up to date.
8. Upload and maintain Electronic Data Management System (Aconex) for each package, including managing all metadata.
9. Review and process of Contractor's Daily Progress Reports.
10. Register Communication Notes, Technical Queries and other communications in appropriate trackers.
11. Coordinate responses and ensure on time response to contractor on key project interfaces.
12. Support administrative requirements of package budget control, interface and risk management
13. 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.
14. Work with Document Controllers and other Information Coordinators to monitor on time completion of workflows by package team members.
15. Maintain strict version control and ensure all team members work with the latest approved documents.
16. 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.
17. 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
18. 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.
19. Prepare periodic reports summarizing documentation status, KPIs, risks, and pending actions.
20. Support audits and certification processes by providing traceable documentation and logs.
21. Facilitate communication between package teams, contractors, and certification bodies to ensure smooth documentation flow.
22. Support project lessons learned processes, also registering lessons learned in appropriate tracker(s).

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