The posting
Who we are:
As a global leader in digital infrastructure, QTS designs, builds and operates advanced data centers that support strategic AI, cloud and digital transformation initiatives. We are driven by a mission to connect the world for good and our people make it possible. Every single day, the creativity, dedication and genuine care for our communities are what push us forward and make this a truly special place to be.
The Manager, Document Controls is a Document Control professional responsible for managing and organizing the Document Control approach as well as coordinating a vast amount of electronic and hard-copy design, supplier, and construction documentation.
Direct Document Control experience is fundamental to this role. The successful candidate should have worked as a Document Controller on at least two medium-to-large-scale projects and have advanced knowledge of Document Management/Control systems and processes.
The Manager, Document Controls will contribute to the ongoing maintenance, operation, and tooling strategy associated with the software utilized in all aspects of the BIM and Document Management/Control process.
The role will initially work within and, over time, manage the internal and external Project and Document Control team, assisting with Document Control and administrative activities while ensuring established processes and protocols are consistently followed.
The Manager, Document Controls will provide high-quality support to the wider Project/Development Team and will require a flexible approach, the ability to work independently, excellent communication skills, and a strong customer-focused attitude. The role will establish and maintain strong working relationships with Development teams and work professionally and effectively with external contacts, including architects, engineers, OFCI vendors, contractors, and other project partners.
The role is responsible for ensuring the timely and coordinated completion and handover of project as-built documentation and Operations & Maintenance documentation from Consultants, General Contractors, and Subcontractors to the Technical Operations Team in a format most usable by Technical and Facilities Operations.
At each project stage completion, the Manager, Document Controls will support the capture and sharing of lessons learned within the wider project team for incorporation into future projects.
The Manager will bring enthusiasm and awareness to the Document Control process, share knowledge, and contribute to improving systems and processes to ensure Document Control is undertaken accurately, efficiently, and in a timely manner.
The role will ensure compliance with required reporting across the European project portfolio and regularly coordinate activities with counterparts in the United States.
Role Responsibilities:
Document Control Leadership and Team Support
- Provide training and support to internal and external Project Administrators and Document Controllers to assist with their development and competence levels.
- Carry out reviews for Project Document Controllers and Administrators, including developing training and development plans and regularly monitoring progress through meetings and feedback from project teams.
- Where necessary, instigate improvement plans for Project Control Administrators and Document Controllers.
- Support the recruitment of candidates alongside project teams.
- Oversee, assist, and troubleshoot on other projects as required, including assisting with holiday and sickness cover.
- Maintain knowledge of the wider business.
- Support the initial office setup with the Document Controller in conjunction with other company support departments.
- Communicate the capabilities of the Document Control system to project teams and provide training, technical, and procedural support for users.
- Continuously look for opportunities to improve ways of working and embrace new initiatives, such as site setup standards, alongside other project team leaders.
- Assist with and oversee the handover and completion phase, ensuring required handover documentation is delivered by consultants, main contractors, and subcontractors.
- Collaborate with project teams and document lessons learned from each project.
Project-Level Document Control Responsibilities
Document Control System Management
- Lead the setup, administration, and management of a thorough document and information control system for each project and manage all aspects of the day-to-day administration of Project/Document Control offices.
- Provide both office- and site-based focus on each new project until established and then provide ongoing support, training, guidance, and assessment to site-based Project Administrators and Document Controllers.
- Undertake regular reviews of the Document Control system to ensure its effective use across the project.
- Understand and work within the established Document Control system, upholding all processes and protocols.
- Understand and effectively use the project storage drive.
- Help manage information distribution involved in project procurement using the Document Control system.
Construction Document Control
- Maintain accurate records of all drawings and other construction documents issued by Consultants and Contractors throughout each stage of the project, with document status clearly noted.
- Process a high volume of documents, including thorough QA checks, printing where required, review and distribution, and electronic forwarding to maintain an accurate and comprehensive audit trail.
- Ensure an effective internal review and workflow process is maintained so that documents are properly reviewed by the Project Team.
- Ensure accurate records are maintained for drawings and other construction documents issued by Consultants and Contractors throughout each stage of the project.
- Ensure drawings and other design documents are received by the relevant subcontractors and consultants, including acting as the final point of review for distribution identified by the Project Manager.
Document Governance and Information Flow
- Establish a close working relationship with existing Document Control teams and the wider project team from the outset to ensure appropriate procedures are in place to maintain cost control and contractual integrity.
- Log, promptly distribute, and maintain current records of instructions received from Consultants, clients, Project Managers, and other relevant parties.
- Establish and maintain a Request for Information (RFI) system, providing reports to the Project Team as necessary.
- Communicate the capabilities of the Document Control system and provide training, technical, and procedural support to users.
- Liaise with Consultants and Contractors to ensure all parties are working to the correct drawings and other design documents and that documents are issued correctly.
- Ensure procedures and standards defined in project protocols and procedures are consistently followed.
- Maintain awareness of current project issues and progress so documents can be prioritized appropriately to support the project.
Document Accuracy and Audit Trail
- Review comments made on documents to ensure they are captured electronically as part of the audit history, reviewed by the appropriate project team members, and reflected in updated document statuses.
- Provide timely and accurate responses to Document Control-related queries.
- Identify issues that have the potential to disrupt information flow or the project audit trail and take appropriate action to resolve them.
- Document discrepancies in document issues to subcontractors and professional partners, ensure the Project Manager is aware of discrepancies, and work directly with the wider project team to resolve problems in a timely manner.
Project Handover and Closeout
- Take responsibility for producing handover manuals and/or Operations & Maintenance manuals to ensure approved and finalized documentation is issued to the Technical Operations Team at Practical Completion.
- At project completion, ensure all project files are collated and correctly archived for accurate and efficient retrieval.
Additional Project Responsibilities
- Organize key project meetings with the project and professional teams, including working alongside the Project Lead to produce the project report.
- Monitor project office costs in conjunction with the project and facilities teams to ensure budgets and costs are controlled, highlighting concerns when necessary.
- Assist and troubleshoot on projects as required.
Basic / Preferred Qualifications
Document Control experience is fundamental to this position. The successful candidate should have direct experience working as a Document Controller and managing Document Control processes within a project environment.
Knowledge, Skills and Abilities
- Experience working as a Document Controller on at least two medium-to-large-scale projects.
- Advanced knowledge of Aconex and other typically used Document Management/Control systems and processes is essential.
- Proven ability to mentor and train other Project Administrators and Document Controllers.
- Knowledge of construction industry processes.
- Proven planning and process management skills.
- Strong attention to detail and accuracy with a methodical approach to duties.
- Good organisational skills.
- Ability to communicate articulately, positively, and effectively in English.
- Advanced knowledge of SharePoint, Word, Excel, and related applications.
- Confident and professional manner.
- Flexible team member.
- Ability to work on own initiative.
Preferred Qualifications
- Experience working in a construction site environment in a similar role is preferred.
- Experience with different types of construction contracts is preferred.
- Understanding of Smartsheet and ACC/BIM 360 is preferred but not essential initially; training will be provided.
- ISO 9001 and Internal Audit certifications are preferred but are not an absolute requirement.
In addition to a variety of benefit packages, QTS goes above and beyond for our employees:
- Roth and Traditional 401(k) matching contributions with immediate vesting
- Every employee is bonus or commission eligible
- Generous PTO, Paid Volunteer Days Plus Floating Holidays
- Stock Purchase Plan (SPP)
- 11 paid Holidays Annually/Holiday compensation when worked
- Pet and Legal Insurance
- Q-Rest Sabbatical Program
- Q-Anniversary Service Award Program
- Parental Leave
- Military Benefits Package
- QTS Charitable Matching Gift Program
- QTS Scholarship for Employee Dependents
- QTS Crisis Fund
- Wellness Program
- Tuition Reimbursement Program
QTS is an Equal Opportunity Employer. Learn more: Equal Opportunity Employer/Veterans/Disabled
We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or discrimination claim.
The "Know Your Rights" Poster is included here:
Know Your Rights (English)
Know Your Rights (Spanish)
The pay transparency policy is available here:
Pay Transparency Nondiscrimination Poster-Formatted
QTS is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please send an e-mail to [email protected] and let us know the nature of your request and your contact information.
