Manager, Document Control

The Manager, Document Controls (Europe) is responsible for managing and organising 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.,

• Development Project Manager, Project Controls is responsible for managing and organizing the Project Control Department (when fully established) 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 Project and document control team assisting with all document control 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 Project/Development 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 Development 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 learnt within the wider project team to be incorporated into later projects.
• Bring enthusiasm and awareness to the project 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.
• Ensure compliance for all required reporting across the European Project portfolio.
• 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., 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.
• Organise 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 is
• sued 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 prioritised 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 finalised 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.
  
  Ideally ISO9001 and Internal Audit certifications (not an absolute requirement., 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 organizational skills.
• A confident professional manner.
• Flexible team member.
• Able to work on their own initiative.
  
  QTS Data Centers was built around the Core Values of Integrity, Character, and Trust. We prioritize family, faith and community involvement while leading with strong, honorable, and principled behavior. We started this journey in 2003 when our CEO, Chad Williams, purchased his first data center in Overland Park, KS. Humble beginnings that have led to 35+ data centers and growing. Recently privatized in a $10 billion transaction with Blackstone, one of the most notable real estate investments companies in the world, QTS is positioned to execute on a global expansion initiative and we are looking for the best and brightest to join our team.
At QTS, we're fearlessly leading the way by redefining what it means to be a data center provider. QTS is entrusted with providing world-class data center solutions to enterprises, government agencies as well as the largest and fastest growing technology companies in the world. We deliver a fully-integrated platform from top to bottom - one enabled by technology and world-class infrastructure. Simply put, we're innovating to stay ahead of the curve.

In addition to a variety of benefit packages, QTS goes above and beyond for our employees:
• Roth and Traditional 401(k) matching contributions with immediate vesting
• Every employee is bonus or commission eligible
• Generous PTO Accrual plus additional Paid Volunteer Days
• Paid Holidays Annually/Holiday compensation when worked
• Pet and Legal Insurance
• Q-Rest Sabbatical Program
• Q-Anniversary Service Award Program
• Parental Leave for primary and secondary caregivers
• Military Benefits Package
• QTS Charitable Matching Gift Program
• QTS Scholarship for Employee Dependents
• QTS Crisis Fund
• Wellness Program
• Tuition Reimbursement Program