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 Procurement Coordinator supports the end-to-end intake, routing, approval, execution, processing, and recordkeeping of AIA and other Development-related agreements. Working within established procedures, the role coordinates contract packages, internal reviews, and external signatures; checks submissions for completeness; maintains accurate versions and approval evidence; and helps ensure fully executed agreements are distributed and processed in the appropriate systems.
This position works closely with Development project teams, Construction Contract Management, Cost Control, Legal, Finance, Sourcing, internal approvers, and external contracting parties. Under the guidance of the appropriate process owners, the coordinator helps keep contracting activities timely, organized, and auditable. The role does not own supplier negotiations, provide legal advice or interpretation, approve exceptions, or make commercial decisions on behalf of project teams.
Key Responsibilities
Contract Intake and Package Administration
- Receive and log AIA and other Development-related agreements submitted for approval and execution.
- Check routing requests and contract packages for required fields, exhibits, approved templates, signer information, and supporting documentation using established checklists.
- Notify the submitting project team of missing, inconsistent, or outdated information and track items through correction.
- Apply established naming, indexing, metadata, filing, and document-control standards.
- Organize drafts, redlines, final forms, and superseded versions throughout the contract lifecycle.
Approval Workflow Coordination
- Set up internal approval workflows using established Delegation of Authority requirements, policies, and approval matrices.
- Route packages to assigned reviewers and approvers in the required sequence.
- Track pending reviews, approvals, rejections, returned items, and resubmissions; send routine reminders to support target cycle times.
- Provide status updates and communicate required actions to requestors, approvers, Sourcing, Cost Control, and other stakeholders.
- Escalate overdue approvals, exceptions, conflicting instructions, and unresolved issues to the appropriate process owner.
- Maintain approvals, comments, exceptions, and supporting decisions.
Signature and Execution Management
- Create DocuSign envelopes from complete and authorized routing requests using established templates and instructions.
- Confirm signer names, titles, email addresses, signature fields, and sequencing before release.
- Monitor envelope status, send reminders, address routine routing questions, and escalate nonstandard issues.
- Check returned agreements for signatures, dates, required exhibits, and attachments.
- Coordinate administrative corrections or re-execution when directed, referring substantive or legal questions to the appropriate owner.
- Distribute fully executed agreements and applicable exhibits to authorized recipients.
Records, Systems, and Reporting
- Maintain complete and accurate contract files, including source documents, approvals, correspondence, signature certificates, executed agreements, exhibits, amendments, and related records.
- Ensure current versions are clearly identified, superseded versions are retained or archived in accordance with policy, and access is limited to authorized users.
- Coordinate executed agreements for Workday and eBuilder processing and confirm required handoffs are completed.Maintain contract registers, workflow logs, status trackers, and other control records.
- Provide timely reporting on intake volume, approval and signature status, aging, cycle time, backlog, and exceptions.
- Support document requests, internal reviews, and audits by locating and producing complete records.Handle contract and business information with discretion and maintain confidentiality.
Process Support and Continuous Improvement
- Track recurring delays, incomplete submissions, and handoff issues and share observations with process owners.
- Maintain intake guidance, checklists, templates, standard operating procedures, and training materials as directed.
- Suggest practical improvements to document standards, approval steps, reporting, and system use.
- Assist with testing and implementation of workflow enhancements.
- Provide routine guidance to users on routing requirements, document standards, and system procedures.
- Perform related contract-operations and document-administration duties as assigned.
Qualifications
Required
- Associate degree or coursework in business administration, legal studies, construction management, supply chain, finance, or a related field, or an equivalent combination of education and relevant experience.
- Entry-level experience, internship experience, or one to three years of experience in procurement or sourcing operations, contract administration, legal support, document control, project coordination, or a related administrative role.
- Experience working with electronic documents, business workflows, shared records, or approval tracking.
- Strong attention to detail and the ability to follow documented procedures, checklists, and deadlines.
- Ability to organize multiple assignments, maintain accurate records, and follow up professionally.
- Clear written and verbal communication skills for coordinating with internal and external contacts.
- Working knowledge of Microsoft 365 applications, including Outlook, Word, Excel, and Teams.
Preferred
- Exposure to AIA agreements or Development, real estate, engineering, or construction-related documents.
- Familiarity with DocuSign, Workday, eBuilder, a contract lifecycle management platform, an electronic document management system, or comparable tools.
- Basic familiarity with approval matrices, Delegation of Authority concepts, records retention, or audit controls.
- Paralegal coursework, contract-administration training, records-management training, or related professional development.
- Experience maintaining trackers, preparing routine reports, or updating process documentation.
Core Competencies
- Attention to detail: Checks documents carefully and produces complete, accurate work.
- Organization: Keeps files, trackers, deadlines, and follow-up activities orderly.
- Reliability: Follows through on assigned tasks and keeps stakeholders informed.
- Judgment and escalation: Follows established procedures, recognizes nonstandard issues, and seeks guidance when needed.
- Customer service: Communicates clearly, professionally, and tactfully with internal and external contacts.
- Confidentiality and control: Protects sensitive information and maintains consistent records.
- Learning agility: Learns new systems, procedures, and contract-document requirements quickly.
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.
