Procurement Coordinator

QTS; Irving (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

QTS is seeking a Procurement Coordinator to streamline the end-to-end intake, routing, approval, execution, processing, and recordkeeping of development-related agreements. You will work with Development project teams, Legal, Finance, Sourcing, and external contracting parties to keep contracts timely and auditable.

This role does not involve supplier negotiations or legal advice; you will apply established procedures, manage DocuSign envelopes, track status, and maintain accurate contract

Qualifications

• Associate degree or coursework in business administration or legal studies.

Responsibilities

• Receive and log AIA and Development-related agreements for approval and execution.
• Check contract packages for required fields, exhibits, templates, signer information, and supporting docs.
• Notify project teams of missing or outdated information and track items for correction.
• Apply naming, indexing, and document-control standards and organize drafts and final forms.
• Set up internal approval workflows and route packages to reviewers in the correct sequence.
• Track approvals, rejections, reminders, and resubmissions to meet target cycle times.
• Create DocuSign envelopes from routing requests and confirm signer details before release.
• Monitor envelope status, address routine questions, and escalate nonstandard issues.
• Maintain complete contract files, versions, and related records across systems.
• Provide timely reporting on intake volume, status, aging, and backlog.
• Support testing and implementation of workflow enhancements and provide user guidance.

Education

Associate degree or coursework in business administration

Coursework in legal studies

Job description

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 escalat 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,