Manager, Document Control

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 they have been added electronically to form part of the audit history and that the comments are reviewed by the project team and the status of documents is updated accordingly.
Provide the team with timely and accurate answers to all document control related queries.
Foresee any issues that have potential to disrupt the information flow or audit trail of the project and take appropriate actions to resolve these issues.
Document all discrepancies in document issues to subcontractors and professional partners, ensuring that the Project Manager is aware of any discrepancies and that all problems are resolved in a timely fashion by liaising directly with all members of the wider project team.
Take responsibility to produce handover manuals and/or Operation & Maintenance manuals to ensure that approved and finalized documents are issued to QTS’s Technical Operations Team at Practical Completion.
At the end of the project, ensure that all project files are collated and correctly archived for easy and accurate retrieval.

Maintain and enforce Day 2/Facilities capital document control discipline after creating a baseline strategy.

BASIC / PREFERRED QUALIFICATIONS Ideally ISO9001 and Internal Audit certifications (not an absolute requirement. PREFERRED QUALIFICATIONS KNOWLEDGE, SKILLS, AND ABILITIES Advanced knowledge of for example ACONEX and other typically used Document Management/Control systems and processes is essential. Proven ability to mentor and train other Project Administrators/Document Controllers. Having worked as a Document Controller on at least two medium to large scale projects. Experience of working on a construction site environment (in a similar role) preferable. Ideally experience of different types of construction contract. Knowledge of the construction industry processes. Proven planning and process management skills. Attention to detail and accuracy with a methodical approach to duties. Must be able to communicate articulately, positively and effectively in English. Advanced knowledge of SharePoint Word, Excel, etc. Understanding of Smartsheet’s ACC /BIM 360 is preferable but not essential initially – training will be provided. Good organisational skills. A confident professional manner. Flexible team member. Able to work on their own initiative.

In accordance with applicable law, the following represents a reasonable estimate of the range of possible compensation for this role if hired in Virginia. Please note that this information is provided for those hired in Virginia only, and this role is open to candidates outside of Virginia with compensation that aligns with your location. The successful candidate’s starting salary will be determined based on permissible, non-discriminatory factors such as skills, experience, and geographic location.

The estimated pay range for this role, if based in Virginia, is:

$91,350.00 - 137,634.00

Please note that this information is provided for those hired in Virginia only, and this role is open to candidates outside of Virginia with compensation that aligns with your location.  The successful candidate’s starting salary will be determined based on permissible, non-discriminatory factors such as skills, experience, and geographic location. This role is also eligible for a competitive benefits package that includes: medical, dental, vision, life, and disability insurance; 401(k) retirement plan; flexible spending savings account; paid holidays; paid time off; employee assistance program; and other company benefits.

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action.  We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings.  We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law.  We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or discrimination claim.

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