Document Controller

The Document Controller oversees all project documentation processes to ensure accuracy, compliance, accessibility, and timely distribution across the project lifecycle. This role is responsible for establishing and maintaining document control systems, managing workflows, enforcing version control, and ensuring that project teams, subcontractors, and stakeholders have access to current and approved information. The Document Control Manager plays a critical role in supporting project execution, quality assurance, and contractual compliance.

The Document Controller shall maintain documents such as meeting minutes, drawings, specifications, approvals and related items including file migrations and audits, and perform administrative tasks as needed. Periodically, the Senior Document Controller may be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and recovery.

DUTIES & RESPONSIBILITIES

Document Management & Control

Develop, implement, and maintain the project document control procedures, standards, and workflows.

Manage the receipt, review, distribution, and archiving of all project documentation, including drawings, specifications, RFIs, submittals, change orders, meeting minutes, schedules, and closeout materials.

Ensure proper version control and traceability for all documents.

Maintain accurate logs, registers, and metadata for all controlled documents.

Oversee document numbering conventions and ensure consistency across all project files.

Systems & Technology

Administer and optimize document management platforms (e.g., Procore, Aconex, BIM 360, SharePoint, Newforma, or similar).

Train project teams and subcontractors on document control systems and best practices.

Troubleshoot system issues and coordinate with software vendors or IT as needed.

Ensure secure access permissions and data integrity across all platforms.

Quality Assurance & Compliance

Ensure all documentation meets project, contractual, and regulatory requirements.

Support QA/QC processes by ensuring timely distribution of approved documents to field teams and subcontractors.

Monitor compliance with document control procedures and escalate issues when necessary.

Assist with audits, both internal and external, by providing accurate and complete documentation records.

Project Coordination

Collaborate closely with project managers, engineers, superintendents, subcontractors, and owners to ensure timely document flow.

Track and report on document status, outstanding items, and upcoming deadlines.

Coordinate document reviews, approvals, and transmittals.

Support project startup and closeout documentation requirements, including O&M manuals, as-builts, warranties, and turnover packages.

QUALIFICATIONS

Required

5–8 years of document control experience in construction, engineering, or related industries.

Strong understanding of construction documentation, workflows, and terminology.

Proficiency with major construction document management systems (Procore, Aconex, BIM 360, etc.).

Excellent organizational skills and attention to detail.

Strong communication skills and ability to work with diverse project teams.

Ability to manage multiple priorities in a fast-paced environment.

Preferred

Experience on large-scale, mission-critical, industrial, or infrastructure projects.

Familiarity with ISO standards, QA/QC processes, and regulatory documentation requirements.

Experience with BIM/VDC workflows and model-related documentation.

Associate or bachelor’s degree in construction management, engineering, business administration, or related field.

Core Competencies

Document management expertise

Process development and enforcement

Technical proficiency with construction software

Communication and collaboration

Problem-solving and critical thinking

Quality and compliance mindset

Time management and prioritization

WORKING CONDITIONS

This position will be office based with frequent travel (30%) to site during a peak of the project

Variable working hours, including evenings, weekends, and holidays as needed.

On‑call availability may be required based on project needs.

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required to personnel so classified.

The successful candidate will embrace Vertiv’s Core Principals & Behaviors to help execute our Strategic Priorities.

OUR CORE PRINCIPALS : Safety . Integrity. Respect. Teamwork. Inclusion.

OUR STRATEGIC PRIORITIES

• High-Performance Culture• Customer Focus

• Operational Excellence

• Innovation

• Financial Strength

VERTIV BEHAVIORS

Own it

Act with urgency

Foster a customer-first mindset

Think big and execute

Lead by example

Drive continuous improvement

Learn and seek out development

Promote transparent & open communication

About Vertiv

Vertiv (NYSE: VRT) brings together hardware, software, analytics and ongoing services to enable its customers’ vital applications to run continuously, perform optimally and grow with their business needs. Vertiv solves the most important challenges facing today’s data centers, communication networks and commercial and industrial facilities with a portfolio of power, cooling and IT infrastructure solutions and services that extend from the cloud to the edge of the network. Headquartered in Westerville, Ohio, USA, Vertiv employs around 34,000 people and does business in more than 130 countries. Visit Vertiv.com to learn more.

Work Authorization

No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.