Document Control Coordinator

3 weeks ago

Toronto ON, Canada Crosslinx Transit Solutions Full time

Overview

Document Control Coordinator

Crosslinx Transit Solutions (CTS) is a consortium comprised of EllisDon, AtkinsRéalis, Aecon and Dragados. CTS is building significant infrastructure in the Toronto Area and is seeking a Document Control Coordinator

This position will assist the Document Control Manager and Construction Manager in the day to day duties of the project’s document control administration and the operations of the Site Library all in accordance with the terms and requirements of the Project Agreement and the Requirements Compliance Matrix (RCM) for CTS, project document control policies and procedures; and the company’s values and beliefs. Assist CTS and the Independent Certifier, i.e., the project auditors, in the performance of their contractual obligations and in accordance with the terms and requirements of the Project Agreement and the Requirements Compliance Matrix (RCM) for CTS. Act as a liaison in expediting design and construction information and documentation in electronic and/or hardcopy format with CTS and the Compliance Team, Authorities With Jurisdiction, Design Consultants, Subcontractors / Suppliers, and internal Project and Field Management staff.

Responsibilities
  • Create, maintain, update document logs and categorized document files (electronic and hardcopy) including but not limited to the following:
  • Design Submissions including CTS and Compliance Team Reviews and Maintenance Team Reviews, subsequent Responses / Resubmissions (drawings, schedules, specifications, site investigation studies and reports, catalogue cuts, room datasheets and templates, Status of Rules documents, letters of transmittal, review grading sheets and scoring matrix, area differential summary tables etc.)
  • Building Permit Submissions
  • Shop Drawings / Samples / Catalogue Cuts / Product Data & Literature etc.
  • Request For Information (RFIs) to CTS
  • Project Record Manuals including warranties and guarantees, operating and maintenance manuals or literature, approved catalogue cuts, shop drawings, samples / draw downs, inspection and testing certificates, as-built documentation etc.
  • Requirements Compliance Matrix (RCM) and the Quality Control Plan including design submissions grade endorsements, consultants’ inspection reports, independent inspection and testing agency reports, material certificates, worker’s certificates, subcontractor checklists, etc.
  • Subcontract Schedule B – Contract Documentation
  • Documentation Archive
  • Demonstrate and/or retrieve from the Site Library (electronic and hardcopy systems) any and all documentation requested by CTS and/or the Independent Certifier for audit purposes (except those protected by defined confidentiality agreements) all in accordance with the terms and requirements of the Project Agreement and the Requirements Compliance Matrix (RCM) for CTS, project document control policies and procedures.
  • Manipulate and/or highlight information on AutoCAD plot file drawings as requested by Project Manager(s) for preparation of shop drawings and/or bid documents or as requested by General Superintendent. Log into the Project Document website and file all documents listed above including:
    • convert and/or arrange vendor to convert electronic files to PDF format
    • post and/or arrange vendor to post PDF files to Project Document website
    • all in accordance with the terms and requirements of the Project Agreement and the Requirements Compliance Matrix (RCM) for CTS, project document control policies and procedures
  • Deliver or assist in the hand delivery of bulk submissions to CTS and / or Authorities With Jurisdiction. Assist in the evaluation and solution of potential document control problems, referring or escalating them to Document Control Manager. Attend and/or conduct project coordination and document control meetings as requested or required. Perform additional assignments as directed by Document Control Manager.
Qualifications
  • Bachelor’s degree or equivalent combinations of technical training and minimum construction experience required for entry-level position.
  • Working knowledge of construction methods and materials; drawings, schedules and specifications etc.; construction standards and best industry practices.
  • Proficiency in use of SharePoint or similar , advanced Microsoft Excel and Word, Lotus Notes and Internet necessary.
  • Willingness to learn PM+ and SharePoint required.
  • Administrative and organizational aptitude required.
  • Ability to be proactive and assume responsibility to trouble-shoot software and data transfer problems.
  • Effective oral and written communication skills
  • Ability to understand and follow the confidentiality agreements of the project.

Supervisory Responsibility

  • None

Fiscal Responsibility

  • None

Extent of Public Contact

  • Crosslinx Transit Solutions staff including accounting, safety, estimating, marketing, business development etc.
  • Designers, suppliers, project staff, and the community

Physical Demands

  • Able to perform in a fast paced environment.
  • Walking, lifting etc.
  • Ability to lift and carry 20-30 lbs. boxes and/or rolls of documents.
  • Primary work location is head office
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