Document Controller (Japan)

Position Summary

• The Project & Site Administrator supports STACK’s data center development and construction projects by providing administrative coordination and document control support to the project team.
• The role supports both site office and corporate office operations, ensuring that project teams can operate efficiently.
• The position coordinates with construction teams, consultants, contractors, and internal departments to maintain organized project documentation and communication.
• The role also contributes to internal communication and company culture by coordinating company events and project-related activities.
• The role supports management of project documentation including drawings, RFIs, submittals, and meeting records using collaboration platforms such as PROCORE or similar project management tools.

Roles & Responsibilities

• Maintain and organize project documentation including drawings, specifications, and technical documents.
• Manage project documentation logs including RFIs, submittals, and drawing registers.
• Support project meetings including scheduling, documentation preparation, and meeting minutes.
• Maintain action item logs and project tracking tools.
• Maintain contract records and procurement documentation.
• Track and follow up on document submissions from contractors and vendors.
• Support invoice documentation and payment administration processes.
• Assist in preparation of internal reports and project documentation.
• Collaborate with internal project teams and stakeholders. Provide administrative and documentation support to the Project Director / Project Manager.

Career Development

• Gain specialized knowledge in construction project management and data center development through participation in STACK’s data center projects.
• Develop document control and project coordination skills through collaboration with internal teams, consultants, and contractors.
• This role provides opportunities for future career growth into positions such as Project Coordinator or Project Manager.

Learning Environment

• Team members will have opportunities to collaborate with experts across multiple disciplines:

1. Architecture
2. Electrical Engineering
3. Mechanical Systems
4. IT Infrastructure
5. Construction Management

• This environment enables professionals to deepen expertise in areas of interest while gaining a comprehensive understanding of data center development.

Required Competencies

• Ability to collaborate effectively with internal and external stakeholders.
• Strong ability to organize and manage large volumes of project documentations.
• Strong attention to detail.
• Ability to manage multiple tasks and priorities.
• Ability to support issue resolution through coordination.
• Strong sense of ownership and accountability.

Key Details:

• Location:  Osaka/Tokyo, Japan.
• Travel: 15-20%.
• Language: Native Japanese; Secondary English (conversational-level).

Required Qualifications

• 3+ years of administrative or project coordination experience.
• Microsoft Office（Excel / Word / PowerPoint）
• Proficiency in Microsoft Office
• Strong document management skills.
• Professional working proficiency in Japanese.
• English proficiency is not required but would be considered an advantage
• Candidates who are motivated to develop their English skills while working in an international environment are encouraged to apply.

Preferred Qualifications

• Experience in administrative support for Data Centre or mission-critical IT fit-out projects is highly desirable
• Experience working in hyperscale or colocation data centre environments is an advantage Experience managing drawings, RFIs, submittals, and meeting records.
• Experience with construction project management platforms such as PROCORE, Aconex, or Autodesk Construction Cloud.
• Experience using other project management applications is also welcome.
• Experience working with international clients or teams

This might be right for you if

• You don’t get flustered easily. You can juggle multiple high-level priorities with competing timelines while welcoming a new, urgent challenge with ease.
• Are culturally sensitive and enjoy working with a diverse group of individuals from multiple regions.
• You pay attention to the details –meticulously, and every time.  Nothing falls through the cracks on your watch.
• You’re collaborative.  You enjoy working with others to solve problems – and people enjoy working with you.You can shift from being a leader to a contributor when needed.
• You’re smart.  You think five steps ahead and see issues from multiple angles.  You’re not just a problem solver – you’re a problem preventer.

Why STACK

• We offer a competitive compensation package with strong benefits.
• We have a culture of appreciation and recognition.
• We are passionate about what we do and have fun doing it.
• Be part of the growing business and make an impact.

 

Equal Opportunity

STACK is an Equal Opportunity Employer. ALL qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by law.