Document Controls Manager

3 weeks ago

Oakville ON, Canada Kiewit Full time

Position Overview

As the Document Control Manager, you will manage and lead the document control team for a major transportation infrastructure project. You will be responsible for establishing document flow and distribution for design and construction teams at the project office. Ensure all practices and procedures meet the project document retention requirements and perform periodic audits to ensure ongoing compliance. Implement procedures to ensure the timely processing of documentation to meet the established delivery dates. Collecting and logging in of all contract documents and project documentation from bid phase through project completion. Reproducing, distributing, storing, and retrieval of documentation.

District Overview

Eastern Canada District's projects include highways, bridges, mass transit, mine site development & open pit operations, hydroelectric powerhouses, wind-power plants, dams & industrial. They serve the construction and mining industries and operate in Eastern Canada.

Location

Head Office is based in Oakville and we offer remote work for this position.

Responsibilities
  1. Manage the organization and maintenance of an electronic document control and document management system
  2. Develop and implement specific procedures and processes for receiving and date‐stamping incoming documents, logging, distribution, filing, review, approval, and distribution
  3. Optimize document control processes to minimize double handling of information or manual entry of data
  4. Actively work towards improving and/or developing departmental procedures, workflows, and templates
  5. Demonstrate commitment to quality assurance
  6. Establish the interface with any client or partner document management system(s)
  7. Provide training to project team on document control tools and processes to ensure compliance with the project document control management plan
  8. Supervise, mentor, and develop junior and intermediate document control staff
  9. Lead any modifications required to customize the document control and document management system to meet project requirements
  10. Collaborate with other disciplines to ensure that all documentation is processed as per the project schedule
  11. Manage deadlines and ensure appropriate communication is provided (to relevant parties) when schedule conflicts arise
  12. Participate in all 3rd Party / internal audits as required, being fully cognizant of appropriate plans, policies, and procedures and respond effectively to requests for corrective actions
  13. Maintenance of controlled drawing sets
  14. Establish engineering/document files in accordance with records retention standards
  15. Assembly and compilation of handover package(s) per project requirements
Qualifications

Relevant post-secondary degree or diploma is preferred. 5+ years’ experience in document management, preferably in a leadership or supervisory role, in an engineering and/or construction environment is an asset. Experience with assembling documentation for project close-out and handover. Electronic Document Management System (EDMS) experience (strongly preferred). Advanced knowledge of document control procedures and filing and record retention systems. Basic understanding of standard engineering practices. Administrator experience with Microsoft SharePoint, Projectwise, Aconex, Teambinder, or any equivalent document control software. Ability to work autonomously and with the ability to effectively manage multiple priorities and timelines. Superior organizational and time-management skills; ability to meet deadlines. Decision and problem-solving ability. Proven ability to multi-task and efficiently respond to changing priorities

Other Requirements

Regular, reliable attendance. Work productively and meet deadlines timely. Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment. Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies. Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.

We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry. From top-tier health care programs to employee assistance programs and retirement planning, we aim to provide you with the tools you need to be successful in the areas of life that matter most to you.

We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.

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