Document Controls at CorePhase, LLC – Hubbard, Texas

​Position Summary

The Document Control Manager, acting as the Owner’s Representative, is responsible for establishing, implementing, and managing all document control processes for large-scale data center construction projects. This role ensures the accuracy, quality, integrity, and timely distribution of all project documentation across engineering, procurement, construction, commissioning, and operations interfaces. The position requires strong coordination with EPC contractors, vendors, and internal stakeholders, with a focus on maintaining a single source of truth in a high-speed, technically complex project environment.

Key Responsibilities

Document Control Strategy & Governance

• Develop and implement the document control plan aligned with owner requirements and project execution strategy

• Establish document numbering, naming conventions, metadata standards, and workflows

• Serve as the authority for document control procedures across all project stakeholders

• Ensure alignment between EPC systems and owner systems (e.g., Aconex, Procore, SharePoint, etc.)

Document Management & Systems

• Manage and administer the document management system (DMS) for the project

• Ensure proper version control, revision tracking, and audit trails for all documents

• Ensure proper workflows and RA(S)CI matrix applied to all documentation

• Maintain accurate logs for drawings, specifications, RFIs, submittals, transmittals, and vendor data

• Control access permissions and ensure data security and integrity

Engineering & Construction Interface

• Coordinate document flow between engineering, procurement, and construction teams

• Track and manage engineering deliverables, ensuring adherence to schedule and completeness

• Support field teams with timely access to latest IFC drawings and technical documentation

• Ensure redlines, as-builts, and turnover documentation are properly captured and maintained

Contractor & Vendor Oversight

• Monitor EPC contractor and vendor compliance with document control requirements

• Review and enforce submittal procedures, including tracking approvals and re-submissions

• Ensure vendor documentation (O&M manuals, warranties, test reports) meets owner standards

• Interface with suppliers to ensure timely submission of critical documentation

Reporting & Quality Assurance

• Provide regular reporting on document status, overdue items, and key risks

• Perform audits to ensure compliance with document control procedures and standards

• Identify gaps, inconsistencies, or risks in documentation and drive corrective actions

• Support quality and commissioning teams with documentation readiness for system turnover

Turnover & Closeout

• Lead the document turnover process to operations, ensuring completeness and accuracy

• Compile and validate final as-built documentation packages

• Ensure all systems, equipment, and assets are properly documented for handover

• Support digital twin or asset management system integration where applicable

Qualifications

• Bachelor’s degree in Engineering, Construction Management, Business, or related field (or equivalent experience)

• 7+ years of document control experience on large-scale industrial or mission-critical construction projects (data centers preferred)

• Experience working in an Owner’s Representative or Owner environment strongly preferred

• Deep understanding of EPC project workflows and engineering/construction document lifecycles

• Proficiency with document management systems (Aconex, Procore, SharePoint, Autodesk Construction Cloud, etc.)

• Strong knowledge of submittals, RFIs, transmittals, and turnover documentation processes

Key Competencies

• Attention to Detail: Ensures accuracy and completeness across high volumes of technical documentation

• Process Discipline: Establishes and enforces structured workflows in fast-paced environments

• Coordination & Communication: Effectively interfaces with engineering, construction, and vendor teams

• Accountability: Drives document control performance to meet aggressive project schedules

• Technical Acumen: Understands engineering drawings, specifications, and construction documentation requirements