Project and Document Management Assistant
Pubblicato il 22-10-2026 - Gleeds in Milano
- 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. Kindly provide your CV in English.
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. Agevolazioni 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.