Document Controller

Company Overview  

At CloudHQ, our mission is to deliver flexible, efficient, and resilient data center solutions to businesses worldwide. Founded by a pioneer in data center REITs, we are a rapidly growing organization with state-of-the-art developments in Ashburn, London, Frankfurt, Paris, Milan, Osaka, and São Paulo.
As our EMEA portfolio continues to scale, we are seeking an experienced Document Controller to drive consistency, compliance, and quality across our documentation processes and systems. This is a strategic leadership position that plays a critical role in shaping and governing CloudHQ's approach to information management at a regional level.? 

Role Summary  

The Document Controller plays a key role in managing document control activities at the project level while supporting the Lead Document Controller in maintaining regional consistency, compliance, and quality. 

This position will be responsible for the day-to-day administration of project documentation, ensuring that all information is accurately managed, distributed, and archived within the company's Document Management Systems (DMS). The Document Controller will act as the interface between project teams, contractors, and internal stakeholders to uphold CloudHQ's document control standards and support successful project delivery.
 

Key Responsibilities  

• Administer and maintain the project DMS (e.g., Asite, Aconex, Viewpoint), ensuring accurate setup, version control, and metadata management. 
• Ensure that all documentation meets CloudHQ's regional standards for structure, naming conventions, and workflows as defined by the Lead Document Controller. 
• Support project teams in uploading, reviewing, distributing, and approving documents in alignment with ISO 19650 / BS 1192 principles. 
• Liaise with contractors, consultants, and internal stakeholders to ensure timely and compliant document submissions. 
• Conduct regular checks on document quality, completeness, and compliance prior to review or issue. 
• Provide training and day-to-day support to project teams and external users on DMS use and document control processes. 
• Assist the Lead Document Controller with audits, performance reporting, and continuous improvement initiatives. 
• Track and monitor document transmittals, RFIs, and submittals to ensure proper logging, routing, and closure. 
• Prepare reports and dashboards to monitor document status, project progress, and compliance metrics. 
• Support close-out activities, ensuring all project documentation is collated, verified, and handed over in accordance with client and internal requirements. 
• Collaborate with the Lead Document Controller to identify process gaps, suggest improvements, and roll out regional initiatives.
  

•  Minimum 4+ years' experience in document control within the construction or data center industry. 
• Strong working knowledge of common DMS platforms (e.g., Asite, Aconex, Viewpoint), including project setup and administration. 
• Familiarity with ISO 19650, BS 1192, or equivalent document control and information management standards. 
• Demonstrated experience supporting multiple live projects in a fast-paced environment. 
• Excellent organisational skills and attention to detail. 
• Strong communication skills, able to engage effectively with technical and non-technical stakeholders. 
• Ability to work collaboratively within a regional structure and support continuous improvement initiatives. 
• Proficient in Microsoft Office suite (Excel, Word, PowerPoint, SharePoint). 
• Fluent in English; additional fluency in French is highly desirable.