Manager, Document Control

Owns the Facilities Capital document control strategy, standards, and systems for QTS as the owner across the project lifecycle, and leads the team that executes it. The role governs two disciplines end to end: (1) design-document control — defining QTS documentation requirements and verifying that Architects, Engineers, OFCI vendors, and Contractors deliver, review, and revise drawings, submittals, and RFIs to those requirements with a complete, defensible audit trail; and (2) closeout/turnover documentation — defining acceptance criteria for as-builts, O&M manuals, warranties, permits, and asset data, then reviewing, accepting, and transmitting the record set to Technical Operations at Substantial and Final Completion. Embeds document control requirements into A/E and contractor agreements, enforces compliance through project governance and closeout milestones, and safeguards the confidentiality and retention of critical infrastructure records. As a people leader, sets document control policy, manages and develops the Document Control Lead, and represents document control in project governance. Reports to the Sr. Manager, Project Controls and partners closely with the Manager, Data Analytics & Information Management so controlled records feed the governed CPR data foundation and remain audit-ready. 

What You Will Do:  (Job Responsibilities) 

Design Documentation Control (Primary Focus) 

• Establish and govern the enterprise document and information control system that all CPR projects operate within, defining QTS numbering, naming, revision, and metadata standards and confirming each project is set up to them. 

• Maintain the owner’s record of all drawings and design documents issued by the design team (A/E) and Contractors through each project stage, with revision and status verified against the contract deliverable list. 

• Govern the owner’s RFI, submittal, and design-review workflows — consolidating QTS comments, meeting contractual review windows, verifying teams are working from the current Issued-for-Construction set, and escalating overdue or at-risk items to the Project Team. 

• Define QTS BIM, model, and data deliverable requirements (e.g., Autodesk ACC / BIM 360), verify delivered models and drawing registers meet them, and resolve issues that threaten information flow or audit-trail integrity. 

• Draft and maintain the document control, as-built, and turnover requirement exhibits used in QTS RFPs and A/E, contractor, and vendor agreements, so documentation obligations are contractually enforceable from award. 

• Control access to sensitive site, security, and critical-infrastructure drawings — administering permissions, watermarking, and controlled-distribution rules for internal staff and external partners. 

Closeout & Handover Documentation (Primary Focus) 

• Own turnover documentation requirements and acceptance criteria — as-builts, O&M manuals, warranties, permits, and asset data — defining what constitutes an acceptable record set, formally accepting or rejecting submissions from the design team and contractors, and transmitting the approved record set to Technical Operations at Substantial and Final Completion. 

• Enforce delivery of turnover documentation through contract terms and project governance, recommending retention or closeout milestone holds where submissions are incomplete or non-compliant. 

• Partner with Technical Operations to define and verify the asset, equipment, and warranty data required at turnover, ensuring it is delivered in a structured format that loads cleanly into the CMMS / asset management system. 

• Administer records retention, legal hold, audit support, and long-term archiving of capital project documentation — including permits, inspection records, AHJ correspondence, and contract documents — producing records on request for audit, insurance, or claims and disputes. 

• Establish Day-2 / Facilities Capital document control discipline and capture lessons learned at each project stage into the CPR lessons-learned repository. 

Standards, Governance & Team Leadership 

• Author and maintain document control guidance, procedures, and administrative standards aligned to QTS protocols — serving as the subject-matter expert for design and closeout documentation across the CPR portfolio. 

• Manage, develop, and set priorities for the Document Control Lead, and provide functional direction and training to Project Administrators, design firms, and contractors on QTS document control standards. 

• Govern user access and permissions across QTS document control platforms, and audit design team and contractor compliance with contractual documentation requirements — driving continuous improvement in standards and project set-up. 

• Represent document control in project governance and gate reviews, reporting documentation compliance and turnover-readiness KPIs into the project reporting cycle. 

Systems & Integration 

• Administer and maintain Autodesk Construction Cloud / Forma as the QTS platform of record for project management and document control — owning project set-up, folder and permission structures, naming and revision standards, workflow configuration, and template governance across the CPR portfolio. 

• Govern QTS access and data extraction in contractor-hosted and legacy systems (Procore, SharePoint, Smartsheet) so records of consequence are captured into the platform of record, and ensure controlled design and closeout records flow into Palantir Foundry with accurate metadata and intact audit trail — partnering with the Manager, Data Analytics & Information Management on definitions and integration integrity for downstream Power BI / Tableau reporting. 

• Lead the document control workstream of the ACC / Forma and Palantir Foundry transition — migration scope and record mapping, post-cutover validation, and user adoption — coordinating with document control counterparts across QTS regions in the United States. 

What You Will Need to Be Successful:  (Required Qualifications, Education, Experience, Certifications) 

• Bachelor’s degree in Construction Management, Engineering, Information Management, or a related field — or equivalent combination of education and directly related experience.  

• 8–10+ years of document control experience on medium-to-large capital construction projects, including 3+ years leading or supervising document control staff.  

• Experience working on the owner’s side of capital projects — setting documentation requirements, reviewing and accepting design and contractor deliverables, and administering records retention and turnover to an operations organization.  

• Advanced knowledge of Autodesk Construction Cloud / Forma or a comparable enterprise document management and control platform (essential), including administration, permissions, and workflow configuration — plus SharePoint, Word, and Excel. Experience with Procore or similar contractor-hosted platforms is valued.  

• Demonstrated expertise in design-document control (drawings, submittals, RFIs, revision control) and closeout/handover documentation (as-builts, O&M manuals, warranties).  

• Knowledge of construction-industry processes and contract types, including the ability to write and enforce documentation, as-built, and turnover requirements through contracts and specifications, with proven ability to mentor, train, and manage document control personnel.  

• Strong planning and process-management skills with meticulous attention to detail and accuracy.  

• Clear, effective written and verbal communication in English.  

Nice to Have:  (Preferred Qualifications, Education, Experience, Certifications) 

• ISO 9001 and Internal Audit certifications.  

• Document control, records, or information management certification — such as CDIA+, AIIM Certified Information Professional (CIP), Certified Records Manager (CRM), or an equivalent construction document control credential.  

• PMI certification (PMP or CAPM) or equivalent project management training, with familiarity applying stage-gate governance and structured project controls on capital projects.  

• Experience migrating document control records between platforms — including record mapping, metadata validation, and user adoption on an enterprise system rollout.  

• Live construction-site experience in a similar role, ideally in a mission-critical / data center owner’s organization.  

• Hands-on exposure to Palantir Foundry, Smartsheet, or comparable governed data and workflow platforms, and to controlled records feeding downstream Power BI / Tableau reporting.  

Other Key Skills:  (KSAs) 

• Highly organized and customer-focused people leader, able to set direction and work on their own initiative.  

• Builds strong relationships with the Facilities team and external partners (Architects, Engineers, OFCI vendors, Contractors).  

• Meticulous about audit-trail integrity, records accuracy, and timely information flow, with a drive to improve systems over time.