Position Summary
The Document Control Specialist is responsible for establishing, implementing, and maintaining an effective document control system throughout the lifecycle of a hyperscale data center design and construction project. The role ensures that all engineering, procurement, construction, quality, commissioning, and project management documentation is accurately controlled, distributed, archived, and maintained in accordance with Exyte procedures, client requirements, and project quality standards.
Working closely with multidisciplinary engineering teams, subcontractors, consultants, suppliers, and the client, the Document Control Specialist will ensure timely document flow, revision control, compliance, and traceability of all project documentation.
Key Responsibilities
Document Control & Management
- Establish and maintain the project document control system in accordance with Exyte standards and client requirements.
- Register, classify, distribute, track, and archive all incoming and outgoing project documents.
- Maintain document numbering, metadata, revision history, and transmittal records.
- Ensure documents are reviewed, approved, and issued in accordance with established workflows.
- Monitor document status and maintain accurate document registers.
Engineering Documentation
- Control engineering deliverables including:
- Drawings
- Specifications
- Calculations
- Method Statements
- Technical Submittals
- RFIs
- Design Change Requests
- Engineering Correspondence
- Coordinate with design disciplines to ensure current revisions are available to project teams.
Construction Documentation
- Manage construction-related documentation including:
- Shop Drawings
- Material Submittals
- Inspection Requests
- Quality Records
- NCRs
- Site Instructions
- Daily Reports
- Test Reports
- As-Built Drawings
- Ensure only approved documents are issued for construction activities.
Client & Vendor Interface
- Coordinate document submissions between Exyte, clients, consultants, suppliers, and subcontractors.
- Ensure timely processing of client comments and document revisions.
- Maintain document transmittals and communication logs.
Digital Document Management
- Administer project document management platforms such as:
- Autodesk Construction Cloud (ACC)
- Aconex
- Procore
- SharePoint
- Microsoft Teams
- Other EDMS platforms as required
- Generate reports on document status, overdue reviews, and workflow progress.
Quality & Compliance
- Ensure compliance with:
- Exyte Quality Management System
- ISO 9001 documentation requirements
- Client document control procedures
- Project-specific contractual requirements
- Participate in quality audits related to document management.
Project Close-Out
- Compile and verify project handover documentation.
- Prepare final document packages including:
- As-Built Documentation
- O&M Manuals
- Commissioning Records
- Test Certificates
- Warranty Documents
- Final Vendor Documentation
- Ensure all records are complete before project handover.
Qualifications
- Diploma or Bachelor's Degree in Business Administration, Information Management, Engineering, Construction Management, or a related discipline.
- Minimum 3–5 years of document control experience in large-scale construction or engineering projects.
- Experience on mission-critical facilities, semiconductor, pharmaceutical, industrial, or hyperscale data center projects is highly preferred.
- Familiarity with EPC or Design & Build project environments is an advantage.
Technical Skills
- Proficiency in Electronic Document Management Systems (EDMS).
- Experience with Autodesk Construction Cloud (ACC), Aconex, Procore, SharePoint, or equivalent platforms.
- Strong Microsoft Office skills, particularly Excel and Outlook.
- Knowledge of document numbering systems and revision control practices.
- Understanding of engineering and construction documentation workflows.
Competencies
- Excellent organizational and time management skills.
- High attention to detail and accuracy.
- Strong communication and coordination skills.
- Ability to prioritize multiple deadlines in a fast-paced project environment.
- Strong problem-solving and analytical abilities.
- Ability to work independently and collaboratively within multidisciplinary teams.
- Professional integrity and commitment to confidentiality.
Preferred Experience
- Experience supporting hyperscale data center projects.
- Experience working with international engineering consultants and multinational contractors.
- Knowledge of commissioning documentation and turnover processes.
- Experience managing high-volume engineering documentation in fast-track construction projects.
