Document Controller (Fixed Term Contract)

Snap Inc is a technology company. We believe the camera presents the greatest opportunity to improve the way people live and communicate. Snap contributes to human progress by empowering people to express themselves, live in the moment, learn about the world, and have fun together. The Company’s three core products are Snapchat, a visual messaging app that enhances your relationships with friends, family, and the world; Lens Studio, an augmented reality platform that powers AR across Snapchat and other services; and its AR glasses, Spectacles.

Snap’s camera supports real friendships through visual communication, self expression and storytelling. Moving forward, our camera will play a transformative role in how people experience the world around them, combining what they see in the real world, with all that’s available to them in the digital world.

The Spectacles team is pushing the boundaries of technology to bring people closer together in the real world. Our fifth-generation Spectacles, powered by Snap OS, showcase how standalone, see-through AR glasses make playing, learning, and working better together. 

We’re looking for our Document Controller to join the Spectacles team at Snap Inc! This is a 12 month fixed term opportunity.

What you’ll do:

Responsible for the delivery of document administration, you will work with our Facilities, Design and Project Management Teams for operations and administration that support engineering, production, and infrastructure projects. Partner closely with our third-party facilities, suppliers and the Spectacles’ team, Security, IT and EHS teams. 

General administration duties will involve supporting the day-to-day operations of the Facilities Department to ensure efficiency, organisation, and smooth workflow across departments. This role typically includes a wide range of clerical, organisational, and coordination tasks.

Additionally you will: 

• Manage the Procore Document Management System (DMS) including setting up files, managing workflows,ensuring approvals, compliance and quality. It is essential you have a working

•   knowledge of Procore DMS and can help with the implementation of the filing structure to meet the business needs.

•  In conjunction with our project, maintenance and production teams, manage and record change control to ensure the facility is well maintained and compliant. The facility is transitioning to a centre of excellence in the R&D and specialist manufacturing of our products and we need to ensure we follow ‘Best Practice’ and use the Golden Thread process to manage the vital Change Control process.This will include maintaining accurate records, files and databases, ensuring information is up to date and easily accessible.

• Issuing NDA’s (None Disclosure Agreements), Contracts and Accounts Forms to all new Contractors, Suppliers, Consultants and Contract Workers (CW), ensuring these are done in a timely manner and keeping records of progression. On-boarding as required and liaising with relevant managers for approvals for IT and Security.

• Liaise with the Facilities Managers, Stakeholders, Project Managers and Finance on a weekly basis, ensuring PO records and contractor payments are up to date. Help to manage the Facilities Budgets and project costs.  Assist with basic finance tasks such as processing invoices, expense tracking, and purchase orders as required.

•  Liaise with our legal teams in both the USA and UK on contractual issues, employment of Contractors, Consultants and CW workers as required. Help with the issue of information on building insurances, Landlord issues and ensuring the correct filling of such documents.

• Ensure administrative processes follow company policies, legal requirements, and best practices.

• Set up and manage the tool (Machines) in all the facilities to ensure all tool records are up to date, drawings, purchase information/orders, warranty documents and O&M Manuals are stored correctly. Liaise with the tool owners when a new tool is to be purchased to ensure all the data is captured and filled.

• Liaise with different departments to support projects, workflows, and operational needs.

• Provide ad hoc administrative support to management and teams as required.

Knowledge, Skills & Abilities:

• Extensive administration experience with a passion for working within a dynamic, fast-paced team at the forefront of technical innovation.

• Proven track record as a Document Controller, featuring a deep understanding of Procore and the ability to implement a DMS that supports our diverse cross-functional requirements.

• Proficiency in Microsoft Office Suite and the capability to edit PDF documents and technical drawings; fundamental AutoCAD experience is considered a distinct advantage but is not mandatory.

If you have a disability or special need that requires accommodation, please don’t be shy and provide us some information.

"Default Together" Policy at Snap: At Snap Inc. we believe that being together in person helps us build our culture faster, reinforce our values, and serve our community, customers and partners better through dynamic collaboration. To reflect this, we practice a “default together” approach and expect our team members to work in an office 4+ days per week. 

At Snap, we believe that having a team of diverse backgrounds and voices working together will enable us to create innovative products that improve the way people live and communicate. Snap is proud to be an equal opportunity employer, and committed to providing employment opportunities regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, pregnancy, childbirth and breastfeeding, age, sexual orientation, military or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws. EOE, including disability/vets.

Our Benefits: Snap Inc. is its own community, so we’ve got your back! We do our best to make sure you and your loved ones have everything you need to be happy and healthy, on your own terms. Our benefits are built around your needs and include paid parental leave, comprehensive medical coverage, emotional and mental health support programs, and compensation packages that let you share in Snap’s long-term success!