Manager, Document Control

About the Company

At QTS Data Centers, we stand at the forefront of today’s dynamic digital transformation. Our world-class data centers empower customers’ most strategic growth initiatives, positioning us as a global leader in digital infrastructure. As AI and cloud technologies drive demand for increased speed, capacity, and innovation, QTS has emerged as the global digital infrastructure leader. We are committed to connecting the globe for good through purpose-driven innovation, designing, building, and operating some of the most advanced data centers worldwide. Sustainability is a core focus, with renewable energy solutions integrated to minimize our environmental footprint. As a proud portfolio company of Blackstone, QTS is uniquely positioned to achieve ambitious growth and innovation goals.

Our team members are the cornerstone of our culture, innovation, and growth. They are mission-driven, resourceful, and committed to making a positive impact in the communities where we live and work.

About the Role

The Facilities Capital Document Controller is responsible for managing and organizing the Document Control approach for QTS, as well as coordinating a vast amount of electronic and hard copy design, supplier, and construction documentation. This role contributes to the ongoing maintenance, operation, and tooling strategy associated with the software utilized in all aspects of the BIM and document management/control process.

Responsibilities

• Manage and organize the Document Control strategy for QTS, including electronic and hard copy design, supplier, and construction documentation.
• Contribute to the ongoing maintenance, operation, and tooling strategy for document management software.
• Initially work within and eventually manage the internal and external document control team, creating new guidance, procedures, and administrative tasks while adhering to QTS processes and protocols.
• Deliver high-quality administration and key support to the wider Facilities Project Team, requiring flexibility, excellent communication skills, and a customer-focused attitude.
• Build and maintain strong relationships with the Facilities team and external contacts, such as Architects, Engineers, OFCI vendors, and Contractors.
• Ensure timely and coordinated completion and handover of project ‘as built’ documentation and O&M manuals to the QTS Technical Operations Team.
• Capture and share lessons learned at each project stage to incorporate into later projects.
• Provide training and support to internal and external Project Administrators and Document Controllers to assist with their development and competence.
• Develop training and development plans, monitor progress, and instigate improvement plans where necessary.
• Support recruitment of candidates alongside project teams.
• Oversee, assist, and troubleshoot on other projects as required, including holiday and sickness cover.
• Lead the setup, administration, and management of a thorough document and information control system for projects.
• Undertake office and site-based focus for new projects until established, then provide support, training, guidance, and assessment to site-based Project Administrators and Document Controllers.
• Organize key project meetings and produce project reports alongside the project lead.
• Monitor project office costs to ensure budgets are controlled, highlighting concerns as necessary.
• Manage information distribution involved in project procurement using the document control system.
• Maintain accurate records of all drawings and construction documents issued by Consultants and Contractors, ensuring proper review and distribution.
• Establish and maintain an effective internal review loop/flow process for all documents.
• Ensure accurate records of all drawings and documents issued through each project stage.
• Serve as the final point of check for document distribution marked by the Project Manager.
• Log, distribute, and update various instructions from consultants, clients, and Project Managers.
• Establish and maintain a ‘Request for Information’ (RFI) system, providing reports to the Project Team as necessary.
• Liaise with Consultants/Contractors to ensure all parties work from the correct drawings and design documents.
• Police procedures and standards defined in project protocols and procedures.
• Prioritize documents continuously to best suit project progress and current issues.
• Review all comments on documents to ensure they are added electronically and form part of the audit history.
• Provide timely and accurate answers to all document control-related queries.
• Foresee and resolve issues that could disrupt information flow or audit trail.
• Document discrepancies in document issues and ensure the Project Manager is aware of and resolves them.
• Produce handover manuals and/or Operation & Maintenance manuals to ensure approved and finalized documents are issued to QTS’s Technical Operations Team at Practical Completion.
• Collate and correctly archive all project files at the end of the project for easy retrieval.
• Maintain and enforce Day 2/Facilities capital document control discipline after creating a baseline strategy.

Qualifications

• Ideally ISO9001 and Internal Audit certifications (not an absolute requirement).
• Advanced knowledge of document management/control systems such as ACONEX and others.
• Proven ability to mentor and train other Project Administrators/Document Controllers.
• Experience as a Document Controller on at least two medium to large-scale projects.
• Experience working in a construction site environment (preferable).
• Ideally, experience with different types of construction contracts.
• Knowledge of construction industry processes.
• Proven planning and process management skills.
• Attention to detail and accuracy with a methodical approach to duties.
• Strong communication skills in English.
• Advanced knowledge of SharePoint, Word, Excel, etc.
• Understanding of Smartsheet’s ACC/BIM 360 (preferable but not essential; training will be provided).
• Good organizational skills and a confident professional manner.
• Flexible team member able to work on their own initiative.

Benefits

• Roth and Traditional 401(k) matching contributions with immediate vesting.
• Bonus or commission eligibility for every employee.
• Generous PTO, Paid Volunteer Days, and Floating Holidays.
• Stock Purchase Plan (SPP).
• 11 paid Holidays Annually, with holiday compensation when worked.
• Pet and Legal Insurance.
• Q-Rest Sabbatical Program.
• Q-Anniversary Service Award Program.
• Parental Leave for primary and secondary caregivers.
• Military Benefits Package.
• QTS Charitable Matching Gift Program.
• QTS Scholarship for Employee Dependents.
• QTS Crisis Fund.
• Wellness Program.
• Tuition Reimbursement Program.

Pay

The estimated pay range for this role, if based in Virginia, is $91,350. Compensation for candidates outside of Virginia will align with their location and will be determined based on permissible, non-discriminatory factors such as skills, experience, and geographic location.