Document Controller

3 weeks ago

Toronto ON, Canada Trillium Guideway Partners Full time

Who we are?

The Primary Construction Team consists of ACCIONA Infrastructure Canada Inc. (ACCIONA) and Amico Major Projects Inc. (Amico), as Trillium Guideway Partners (TGP).

What is the project?

The Ontario Line (“OL”) is a fully integrated, stand-alone, rapid transit system that connects Ontario Science Centre to the Exhibition and Ontario Place grounds. The Northern Civil, Stations and Tunnel (“NC”) project consists of approximately 7 kms of underground subway and elevated guideway, with stations along the segment providing connections to surface bus and streetcar routes. The NC project has been divided into two main progressive design-build contracts: (1) the Elevated Guideways and Stations Contract (“EGS”) and the Pape Tunnel and Underground Station Contract (“PTUS”), with supporting Early Works.

What is the Opportunity?

The Document Controller plays a key role in establishing and leading the rigorous document control procedures essential to the smooth operation of the TGP project. Their responsibilities include managing document-related activities, ensuring adherence to quality standards, providing training and support, conducting audits, and fostering effective communication and collaboration among project stakeholders. Reporting to the Document Control Manager, the Document Controller contributes significantly to the successful execution and delivery of the construction project while maintaining quality and compliance standards.

RESPONSIBILITIES:

Development Phase:

  • Develop and implement document control procedures and policies outlining the creation, review, approval, release, update, and archiving processes for project documents.
  • Provide training to project team members on document control systems, procedures, and processes to ensure understanding and compliance.
  • Offer ongoing support and assistance to project stakeholders regarding document control queries, issues, requirements, procedures, and processes.
  • Participate in Working Group Meetings if needed.

Document Management:

  • Ensure proper storage, cataloging, version control, and retrieval of project documents and records using document management systems or software.
  • Maintain accurate and up-to-date document registers, logs, and databases to track document status and history.

Quality Control:

  • Facilitate the application of quality control procedures to documents to ensure accuracy, completeness, and compliance with project requirements and standards.
  • Conduct regular quality checks and reviews of documents to identify and address any discrepancies or inconsistencies.

Audit and Process Improvement:

  • Audit and review document control processes regularly to identify areas for improvement and implement corrective actions as necessary.
  • Collaborate with project management and stakeholders to implement best practices and streamline document control workflows.

Communication Management:

  • Facilitate effective communication and collaboration among project teams, subcontractors, consultants, and other stakeholders regarding document control requirements and procedures.
  • Serve as a central point of contact for document-related inquiries, requests, and updates.

Compliance and Documentation:

  • Ensure compliance with regulatory requirements, contractual obligations, and industry standards related to document management and control.
  • Maintain comprehensive documentation of all project-related documents, correspondence, and records for reference and audit purposes.
  • Implement changes and updates to document control procedures and systems to optimize workflow and enhance productivity.

Collaboration:

  • Work collaboratively with other departments leads during the delivery of the project.
  • Work collaboratively with the Contracting Authority during all stages of the project.
  • Foster a collaborative and high-performance culture within the project controls team.

Work Conditions:

Work Location: Full Time out of 789 Don Mills Office.

What You’ll bring to the Team (Knowledge, Skills, Competencies):

REQUIRED SKILLS, KNOWLEDGE, COMPETENCIES

Technical Skills

  • Document Management Systems: Proficiency in platforms like Unifier, SharePoint, ProjectWise, Asite, or similar tools for document control.
  • Common Data Environment CDE: Understanding of ISO 19650 principles for managing project information in a structured manner.
  • File Organization: Knowledge of file naming conventions, version control, and metadata tagging.
  • Construction Documents: Familiarity with construction drawings, specifications, contracts, RFIs, submittals, and as-built documentation.

Communication Skills

  • Coordination: Strong communication and collaboration skills to work with project teams, contractors, and consultants.
  • Problem-Solving: Ability to troubleshoot issues in document workflows or compliance.
  • Training: Capability to train and onboard staff on document control procedures and systems.
  • Clear Reporting: Ability to prepare document control reports for stakeholders and senior management.
  • Stakeholder Engagement: Strong interpersonal skills to liaise with engineers, project managers, and external parties.
  • Attention to Detail: High level of accuracy to ensure documents meet required standards and protocols.

DESIRED SKILLS, KNOWLEDGE, COMPETENCIES

  • Time Management: Ability to manage multiple document control tasks within tight deadlines.
  • Prioritization: Capacity to focus on high-priority tasks and deliverables while maintaining quality.
  • Workflow Development: Experience in designing and implementing efficient document control workflows.
  • Data Analysis: Ability to track and monitor document submissions and approvals.
  • Reporting and Metrics: Developing and interpreting key performance indicators (KPIs) for document management.

Please note that only candidates that meet requirements will be contacted.

We do not accept unsolicited agency resumes.

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