Document Controller (Data Center)

Vertex Innovations • Texas, TX

3d • Onsite

About The Position

The Data Center Document Controller is responsible for organizing, maintaining, and controlling the flow of project documentation across the full construction and commissioning lifecycle. Acting as the central point of record for drawings, submittals, RFIs, test results, and turnover packages, this role ensures that every stakeholder — from trade contractors and engineers to the owner’s operations team — is working from current, accurate, and properly approved information. Working within approved customer and commissioning platforms, the Document Controller enforces version control, revision standards, and confidentiality protocols required for hyperscale and mission-critical projects. The role partners closely with project managers, QA/QC specialists, commissioning leads, and the owner’s representatives to keep documentation aligned with project milestones and regulatory requirements. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven construction environment. Strong communication skills and the ability to handle sensitive information with discretion are essential.

Requirements

• Minimum of 3 years of document control experience, preferably on data center, mission-critical, or large commercial construction projects.
• Experience supporting commissioning and QA/QC documentation workflows across L1–L5 phases.
• Working knowledge of construction terminology, drawing sets, specifications, and the submittal / RFI process.
• Proficient with document and project management platforms such as Procore, Aconex, Bluebeam, Newforma, SharePoint, and Cx Alloy.
• Strong Microsoft Office skills, particularly Excel (pivot tables, logs, reporting) and Outlook.
• Exceptional attention to detail, organizational ability, and follow-through.
• Ability to manage high volumes of documentation under tight deadlines and shifting priorities.
• Strong verbal and written communication skills, with the ability to interface professionally with contractors, engineers, and owner representatives.
• Discretion and sound judgment when handling confidential or sensitive project information.
• This is a field-based position requiring regular weekly travel and on-site work at client project locations, as assigned.
• Candidates must maintain a permanent residence and be willing to travel to assigned project sites on a weekly basis.

Nice To Haves

• Familiarity with hyperscale or colocation owner documentation standards and turnover requirements is strongly preferred.

Responsibilities

• Establish and maintain the project document control system within approved customer and commissioning platforms (e.g., Procore, Aconex, Bluebeam, Newforma, SharePoint, Cx Alloy).
• Receive, log, distribute, and track project documents — including drawings, specifications, submittals, RFIs, transmittals, change orders, meeting minutes, and test reports — according to project protocols.
• Enforce revision control and ensure all stakeholders are working from the most current approved versions; archive superseded documents in accordance with retention policy.
• Apply consistent naming conventions, metadata tagging, and folder structures to support traceability and efficient retrieval.
• Support the commissioning team in compiling, organizing, and tracking L1–L5 documentation, including pre-functional checklists, startup reports, functional test records, and IST results.
• Coordinate the assembly of turnover packages, O&M manuals, as-built drawings, warranties, attic stock records, and training materials for handoff to the owner’s operations team.
• Track closeout deliverables against contract and customer turnover requirements, flagging gaps and coordinating resolution with responsible parties.
• Audit incoming and outgoing documents for completeness, accuracy, and compliance with project and customer standards before release.
• Maintain accurate logs of submittmits, RFIs, non-conformance reports (NCRs), and punch items; generate status reports for project leadership.
• Ensure confidentiality and access controls are enforced in accordance with owner NDAs and data-handling requirements typical of hyperscale projects.
• Coordinate daily with project managers, commissioning specialists, QA/QC leads, design engineers, trade contractors, and client representatives to align documentation with project milestones.
• Participate in project meetings, commissioning coordination sessions, and site walkdowns as needed; capture and distribute minutes and action item logs.
• Produce weekly and milestone documentation reports summarizing outstanding items, aging RFIs/submittmits, and turnover readiness.
• Maintain a secure, auditable document archive in accordance with project, customer, and regulatory retention requirements.
• Support project audits and owner reviews by retrieving requested documentation and providing chain-of-custody records.
• Assist with project close-out, ensuring all final records are transferred to the owner in the required format and structure.

Benefits

• Medical
• Dental
• Vision
• LTD/STD
• Life-AD&D
• 401(k)
• discretionary Pension & Profit sharing, subject to Plan documents
• 15 days paid time off (prorated based on start date)
• 8 holidays
• travel expense reimbursement in accordance with company policy

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees