Field Document Control Specialist
7 days ago
The Primary Construction Team consists of ACCIONA Infrastructure Canada Inc. (ACCIONA) and Amico Major Projects Inc. (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.
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.
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.
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 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.
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.
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.
Full Time out of 789 Don Mills Office.
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.
Knowledge of file naming conventions, version control, and metadata tagging.
Construction Documents: Familiarity with construction drawings, specifications, contracts, RFIs, submittals, and as-built documentation.
Strong communication and collaboration skills to work with project teams, contractors, and consultants.
Training: Capability to train and onboard staff on document control procedures and systems.
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.
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.
Experience in designing and implementing efficient document control workflows.
Data Analysis: Ability to track and monitor document submissions and approvals.
Developing and interpreting key performance indicators (KPIs) for document management.
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