Manager, Document Control

QTS Realty Trust; Richmond (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

QTS Realty Trust is seeking a Documents Controller to manage the document control strategy for multiple projects. You will handle electronic and hard copy design, supplier, and construction documentation and support BIM and facilities operations teams.

The role requires coordinating with architects, engineers, and contractors, ensuring timely handovers, and maintaining accurate audit trails. Strong communication and customer-focused approach are essential.

Responsibilities

• Provide training and support to internal and external Project Administrators and Document Controllers to aid their development and competence.
• Develop training and development plans and monitor progress with project teams.
• Assist with recruitment alongside project teams.
• Oversee and troubleshoot on other projects as required, including covering holidays and sickness.
• Maintain knowledge of the wider business and document control systems.
• Log, distribute, and maintain documentation with QA checks and audit trails.

Job description

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 and will contribute to the ongoing maintenance, operation and tooling strategy associated with the software utilized in all aspects of the BIM, document management/control process.

RESPONSIBILITIES, SUMMARY/ROLE PURPOSE

Document controls manager is responsible for managing and organizing the Document Control strategy as well as a vast amount of electronic and hard copy design, supplier and construction documentation and will contribute to the ongoing maintenance, operation and tooling strategy associated with the software utilized in all aspects of the document management/control process.

• Will initially work within and over time manage the internal and external document control team creating new document control guidance and procedures and administrative tasks and to adhere to the QTS processes and protocols already in place and to reinforce these processes and methods of working to all future team members teams and project success.
• Will be responsible for delivering high quality administration, providing key support to the wider Facilities Project Team requiring a flexible approach and to be prepared to work unsupervised with excellent communication skills and a great customer focused attitude as well as an ability to build and maintain an excellent relationship with the Facilities team as well as working in a professional and effective manner with all external contacts, for example: Architects; Engineers OFCI vendors and Contractors.
• Ensuring timely and coordinated completion and handover to the QTS Technical Operations Team of project ‘as built’ and O&M’s from both the Consultant team and General Contractor/Subcontractors in a format most usable by Technical and Facilities Operations teams.
• At each project stage completion capture and sharing of lessons learned within the wider project team to be incorporated into later projects.
• Bring enthusiasm and awareness to the document control process, they will share their knowledge and contribute over time to improving the systems and process, ensuring that document control is undertaken in an accurate, efficient and timely manner.
• Regularly coordinate activities with counterparts in the United States of America.

ROLE RESPONSIBILITIES – Typical activities

• To provide training and support to internal and external Project Administrators and Document Controllers to assist with their development and competence level.
• Carrying out reviews for all Project Document Controllers and Administrators, specifically: developing training and development plans; regular monitoring of progress against training and development plans by regular meetings and feedback from project teams. Where necessary, to instigate improvement plans for Project control Administrators and Document Controllers.
• Support in the Recruitment of candidates alongside project teams.
• Responsible for overseeing, assisting and troubleshooting on other projects as and when required, including assisting with holiday and sickness cover.
• Maintain knowledge of the wider business.
• Responsibility and interface for the initial office set-up with the document controller (in conjunction with other company support departments); Communicate to the project team the abilities of the document control system and provide training, technical and procedural support for all users.
• Always look to improve our ways of working and embrace new initiatives such as site set up standards alongside other project team leaders.
• Assist and oversee the handover and completions phase, ensuring the handover documentation list is delivered by consultant/main contractor/sub-contractors.
• Collaborate and document the lessons learnt of each project.

ROLE RESPONSIBILITIES - PROJECT LEVEL

To lead the set-up, administrate and manage a thorough document and information control system for the project and manage all aspects of the day-to-day running and administration of the project/document control offices. Undertake both office and site-based focus on each new project until established and then to provide support, training, guidance and assessment to the site-based Project Administrators and Document Controllers. Organize key project meetings with project team and professional team including working alongside the project lead to produce the project report. Undertake regular reviews of the document control system to ensure effective use across the project. Monitor project office costs, in conjunction with the project and facilities team, to ensure that budgets and costs are controlled, highlighting concerns where necessary. To assist and troubleshoot on projects as and when required. To understand and work within the QTS document control system, upholding all processes and protocols. To understand and effectively use the project storage drive that QTS currently use. Help manage the information distribution involved in project procurement using the document control system. Maintain accurate records of all drawings and other construction documents issued by Consultants and Contractors through each stage of the project with document status noted. Process many documents daily, including a thorough QA check, printing and review/distribution and electronic forwarding to create an accurate and comprehensive audit trail. Ensure that an effective internal review loop/flow process is maintained so that all documents are properly reviewed by the Project Team. Ensure accurate records of all drawings and other construction documents issued by consultants and contractors through each stage of the project. Ensure that every drawing or other design document is received by the relevant subcontractors and consultants; this involves being a final point check on any distribution marked by the Project Manager Establish from outset a close relationship with any existing Document Control team and the wider QTS team to ensure that the proper procedures are put in place to maintain cost control and contractual integrity of the Project. To log, distribute promptly and keep updated various instructions from consultants, clients, Project Managers etc. Establish and maintain a ‘Request for Information’ (RFI) system, providing reports to the Project Team as necessary. Communicate to the Project Team the abilities of the document control system and provide training, technical and procedural support for all users. Liaise with Consultants/Contractors to ensure that all parties are working to the correct drawings and other design documents and to ensure that all parties are issuing documents correctly. Thoroughly police the procedures and standards defined in the project’s protocols and procedures. Maintain an awareness of the current issues and progress of the project to ensure that documents are continuously prioritized in a way to best suit the Project. Review all comments made on documents to ensure that