Document Controller (Data Center)

Document Controller (Data Center)

This is a field-based position requiring regular weekly travel and on-site work at client project locations, as assigned. The initial assignments are in Texas and Pennsylvania. The initial assignment is expected to last several months, with future assignments varying based on project needs and client requirements. Candidates must maintain a permanent residence and be willing to travel to assigned project sites on a weekly basis. The company offers travel expense reimbursement in accordance with company policy.

Location: Multiple Locations: will offer relocation if needed: TX and PA

Job Type: Full-Time, W-2 Salaried position: full benefits

Position Overview: The Data Center Document Controller is responsible for organizing, maintaining, and controlling the flow of project documentation across the full construction and commissioning lifecycle. Acting as the central point of record for drawings, submittals, RFIs, test results, and turnover packages, this role ensures that every stakeholder — from trade contractors and engineers to the owner's operations team — is working from current, accurate, and properly approved information. Working within approved customer and commissioning platforms, the Document Controller enforces version control, revision standards, and confidentiality protocols required for hyperscale and mission-critical projects. The role partners closely with project managers, QA/QC specialists, commissioning leads, and the owner's representatives to keep documentation aligned with project milestones and regulatory requirements. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven construction environment. Strong communication skills and the ability to handle sensitive information with discretion are essential.

Qualifications:

• Minimum of 3 years of document control experience, preferably on data center, mission-critical, or large commercial construction projects.
• Experience supporting commissioning and QA/QC documentation workflows across L1–L5 phases.
• Familiarity with hyperscale or colocation owner documentation standards and turnover requirements is strongly preferred.
• Working knowledge of construction terminology, drawing sets, specifications, and the submittal / RFI process.

Skills

• Proficient with document and project management platforms such as Procore, Aconex, Bluebeam, Newforma, SharePoint, and Cx Alloy.
• Strong Microsoft Office skills, particularly Excel (pivot tables, logs, reporting) and Outlook.
• Exceptional attention to detail, organizational ability, and follow-through.
• Ability to manage high volumes of documentation under tight deadlines and shifting priorities.
• Strong verbal and written communication skills, with the ability to interface professionally with contractors, engineers, and owner representatives.
• Discretion and sound judgment when handling confidential or sensitive project information.

Key Responsibilities:

Document Management & Control

• Establish and maintain the project document control system within approved customer and commissioning platforms (e.g., Procore, Aconex, Bluebeam, Newforma, SharePoint, Cx Alloy).
• Receive, log, distribute, and track project documents — including drawings, specifications, submittals, RFIs, transmittals, change orders, meeting minutes, and test reports — according to project protocols.
• Enforce revision control and ensure all stakeholders are working from the most current approved versions; archive superseded documents in accordance with retention policy.
• Apply consistent naming conventions, metadata tagging, and folder structures to support traceability and efficient retrieval.

Commissioning & Turnover Documentation

• Support the commissioning team in compiling, organizing, and tracking L1–L5 documentation, including pre-functional checklists, startup reports, functional test records, and IST results.
• Coordinate the assembly of turnover packages, O&M manuals, as-built drawings, warranties, attic stock records, and training materials for handoff to the owner's operations team.
• Track closeout deliverables against contract and customer turnover requirements, flagging gaps and coordinating resolution with responsible parties.

Quality Assurance & Compliance

• Audit incoming and outgoing documents for completeness, accuracy, and compliance with project and customer standards before release.
• Maintain accurate logs of submittals, RFIs, non-conformance reports (NCRs), and punch items; generate status reports for project leadership.
• Ensure confidentiality and access controls are enforced in accordance with owner NDAs and data-handling requirements typical of hyperscale projects.

Collaboration & Reporting

• Coordinate daily with project managers, commissioning specialists, QA/QC leads, design engineers, trade contractors, and client representatives to align documentation with project milestones.
• Participate in project meetings, commissioning coordination sessions, and site walkdowns as needed; capture and distribute minutes and action item logs.
• Produce weekly and milestone documentation reports summarizing outstanding items, aging RFIs/submittals, and turnover readiness.

Records Management & Archival

• Maintain a secure, auditable document archive in accordance with project, customer, and regulatory retention requirements.
• Support project audits and owner reviews by retrieving requested documentation and providing chain-of-custody records.
• Assist with project close-out, ensuring all final records are transferred to the owner in the required format and structure.

Compensation:

• Annual base salary dependent on experience and location
• Health Benefits: Medical, Dental, Vision, LTD/STD, Life-AD&D
• Retirement: 401(k), discretionary Pension & Profit sharing, subject to Plan documents
• 15 days paid time off (prorated based on start date) and 8 holidays

About Vertex

Vertex Innovations has supported mission-critical and data center deployments nationwide for more than two decades. Our teams provide construction oversight, QA/QC, commissioning support, and technical program management for hyperscale, enterprise, and telecom clients. We deliver quality, reliability, and trusted partnership on every project.

Vertex Core Values

• Integrity – To move through the world with honesty and truth empowering our employees, clients and communities through our words and actions.
• Accountability – To take full ownership and responsibility in our roles as we serve our company, clients and communities.
• Commitment – To stand behind our word and our promises
• Respect – To embrace and honor the individuals, clients, and companies in their contribution to the work that we create together through our interactions, conversations and our way of being.
• Performance – To allow ourselves to be measured by our commitments and be accountable for every action to our employees, clients, and communities.

VERTEX Innovations, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.