Manager, Document Control

QTS Data Centers•Atlanta, GA

About The Position

The Manager, Document Control is responsible for managing and organizing document control processes and coordinating electronic and hard-copy design, supplier, and construction documentation. The role contributes to maintaining and operating the software and tooling strategy used for BIM and document management and control. Initially working within the internal and external Project and Document Control team, the manager will support and eventually manage the team, ensure established processes and protocols are followed, and provide high-quality support to the wider Project/Development Team. The position requires strong communication, independent working, flexibility, and a customer-focused approach. The manager will build working relationships with Development teams and work effectively with architects, engineers, OFCI vendors, contractors, and other project partners. They will coordinate the timely completion and handover of project as-built and Operations & Maintenance documentation to Technical Operations in a usable format, support the capture and sharing of lessons learned, and help improve document control systems and processes. The role ensures compliance with required reporting across the European project portfolio and regularly coordinates activities with counterparts in the United States. It includes leadership and training for Project Administrators and Document Controllers, oversight of project document control systems and workflows, construction document governance, audit trail accuracy, project handover and closeout, and additional project administration such as meetings and monitoring office costs.

Requirements

Direct experience working as a Document Controller and managing Document Control processes in a project environment.
Experience as a Document Controller on at least two medium-to-large-scale projects.
Advanced knowledge of Aconex and other commonly used Document Management/Control systems and processes.
Proven ability to mentor and train 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.

Nice To Haves

Experience working in a construction site environment in a similar role.
Experience with different types of construction contracts.
Understanding of Smartsheet and ACC/BIM 360; training will be provided.
ISO 9001 and Internal Audit certifications.

Responsibilities

Train and support internal and external Project Administrators and Document Controllers, and assess their development and competence.
Review Project Document Controllers and Administrators, develop training and development plans, monitor progress, and initiate improvement plans where necessary.
Support recruitment of candidates alongside project teams.
Oversee, assist, and troubleshoot on other projects, including providing holiday and sickness cover when needed.
Support initial office setup with the Document Controller and other company support departments.
Explain Document Control system capabilities and provide user training, technical support, and procedural guidance.
Identify opportunities to improve ways of working and support new initiatives such as site setup standards.
Assist with and oversee project handover and completion, ensuring required documentation is delivered by consultants, main contractors, and subcontractors.
Collaborate with project teams and document lessons learned from each project.
Set up, administer, and manage project document and information control systems and day-to-day Project/Document Control office administration.
Provide office- and site-based support for new projects, followed by ongoing guidance, training, and assessment for site-based Project Administrators and Document Controllers.
Review the Document Control system regularly and uphold established systems, processes, and protocols.
Use project storage drives and manage information distribution for project procurement through the Document Control system.
Maintain accurate records of drawings and construction documents issued by consultants and contractors, including document status.
Process high volumes of documents, perform quality checks, print where required, review and distribute documents, and maintain a comprehensive electronic audit trail.
Maintain effective internal document review and workflow processes and ensure project team review is completed.
Ensure drawings and design documents reach the relevant subcontractors and consultants, including final review of distribution identified by the Project Manager.
Build working relationships with Document Control teams and project teams to establish procedures that support cost control and contractual integrity.
Log, 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 and provide reports to the Project Team as needed.
Liaise with consultants and contractors to ensure they use the correct drawings and design documents and that documents are issued correctly.
Ensure project protocols and procedures are followed and prioritize documents in light of current project issues and progress.
Review document comments to ensure they are captured in the electronic audit history, reviewed by appropriate project team members, and reflected in updated document statuses.
Respond to Document Control-related queries accurately and promptly.
Identify and resolve issues that may disrupt information flow or the project audit trail.
Document discrepancies in document issues, inform the Project Manager, and work with the project team to resolve problems promptly.
Produce handover and/or Operations & Maintenance manuals and ensure approved, finalized documentation is issued to Technical Operations at Practical Completion.
Collate and correctly archive project files at completion for accurate and efficient retrieval.
Organize key project meetings with project and professional teams and work with the Project Lead to produce the project report.
Monitor project office costs with project and facilities teams, maintain budget and cost control, and highlight concerns.