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Document Controller

2 months ago

Pickering, Ontario, Canada Aecon Full time

Document Control Specialist

Aecon is a Canadian leader in infrastructure development, safely and sustainably building what matters for future generations to thrive. We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

As a Document Control Specialist, you will play a critical role in ensuring the accuracy and integrity of our documentation processes. You will be responsible for administering and enforcing all aspects of Document Control functions, ensuring quality of all drawings and documents prior to issue, and maintaining and enforcing project procedures associated with relevant Document Control / Record Management processes.

Key Responsibilities:

  • Administer and enforce all aspects of Document Control functions through established work processes and procedures for paper and electronic document management to meet all objectives
  • Coordinate document management activities with internal departments and clients
  • Ensure quality of all drawings and documents prior to issue (Administrative check), as per established document control procedures
  • Maintain and enforce project procedures associated with relevant Document Control / Record Management processes
  • Produce and maintain documentation; receive, process and control deliverable and non-deliverable documentation
  • Process, print and distribute documentation received from client, site and suppliers
  • Monitor and update document baseline
  • Process and record requests for filing documentation received from third parties, includes all supporting information, administrative and technical records
  • Interface with internal and external service providers in order to meet project schedules
  • Coordinate all aspects of formal documentation shipments to customers and suppliers, including tracing of shipments
  • Ensure the established documentation work processes are implemented, followed and maintained, including quality assurance checks to demonstrate conformance
  • Generate statistic and ad hoc reports; conduct system queries on the status of documents
  • Assist Engineering and Project Control staff regarding documentation processes and queries

Requirements:

  • College graduate in Business Administration or a minimum of 5 years experience in related field or transferrable skills
  • Knowledge and proficiency in Microsoft Office programs, Adobe Acrobat and File Transfer Protocol
  • Knowledge of the Records Management System
  • Proficient in using computerized Document Management applications / Electronic Document Management Systems (EDMS)
  • Good understanding of engineering and procurement documentation
  • Good organizational skills with accurate attention to detail, with the ability to establish priorities and work under pressure to meet schedules
  • Good understanding of company and project requirements, and able to offer practical suggestions for Document Control involvement
  • Self-starter, requiring minimum guidance
  • Uses initiative to identify, investigate and solve problems
  • Good understanding of the document security requirements through the document processing stages including restrictions and export permits
  • Demonstrated capability of working under tight timelines

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to join our team, including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.