Senior Document Control Specialist

4 weeks ago

Montreal, Quebec, Canada CN Full time
Job Summary

The Senior Document Control Specialist is responsible for providing support to the Design and Construction (D&C) and Public Works (PW) Engineering team related to contracts. The position oversees contracts, documents, and invoice related to D&C and PW projects. The role monitors and controls the flow of documentation and emails between CN, external companies, Engineering Designers, and future contractors, and ensures the accuracy of contractor submittals, such as work orders and invoices.

Main Responsibilities

Maintain the platform for document control and ensure accurate tracking of documents.

Receive, distribute, track, and monitor incoming and outgoing drawings, specifications, and related documentation.

Create and maintain document tracking logs to ensure transparency and accountability.

Assist in the daily activities associated with document management, including document retrieval, reprographic support, data entry, transmittal generation, document compilation, quality auditing of documentation, and report generation.

Maintain audit trails for all documents and ensure compliance with regulatory requirements.

Perform quality assurance on incoming documents to ensure accuracy and completeness.

Process all invoices and ensure timely payment to contractors.

Review work orders, change orders, and communicate with suppliers to ensure smooth project execution.

Gather all items after review and send to various approvers for signatures.

Develop and maintain good receipts for projects to ensure accurate tracking of expenses.

Create and process all aspects of purchase orders, including holdbacks and overruns, in the appropriate system.

Process work orders and maintain a work sheet for all outstanding work orders requiring signatures.

Provide oversight on all Engineering D&C and PW contractor spending to ensure process and controls are working as intended.

Working Conditions

The role has standard work conditions in an office environment with a regular workweek from Monday to Friday. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure, and stress.

RequirementsExperience

Document Control

Minimum 3 years of experience as a Document Control professional.

Experience in rail transportation or other infrastructure or constructions sector projects is an asset.

Education/Certification/Designation

High School Diploma or General Educational Development.

College Diploma or Degree in Business, Information and Technology (I&T), Engineering, or a relevant discipline is an asset.

Competencies

Demonstrates agility and drives change.

Communicates with impact.

Applies critical thinking.

Collaborates with others and shares information.

Identifies needs and finds solutions to create value for all stakeholders.

Technical Skills/Knowledge

Understanding and proficiency using Microsoft Office (Word, Excel).

About CN

CN is a world-class transportation leader and trade-enabler. Essential to the economy, to the customers, and to the communities it serves, CN safely transports more than 300 million tons of natural resources, manufactured products, and finished goods throughout North America every year. As the only railroad connecting Canada's Eastern and Western coasts with the Southern tip of the U.S. through a 19,500 mile rail network, CN and its affiliates have been contributing to community prosperity and sustainable trade since 1919. CN is committed to programs supporting social responsibility and environmental stewardship. At CN, we work as ONE TEAM, focused on safety, sustainability, and our customers, providing operational and supply chain excellence to deliver results.

At CN, we are dedicated to building North America's safest, most inclusive, and sustainable railroad, which includes reflecting the communities in which we operate. Research shows that candidates from underrepresented groups often don't apply unless they feel they fit the job posting at 100%. Even if you don't see yourself in every job requirement listed in a posting, we still encourage you to apply. If you require an accommodation for the recruitment process (including alternate formats of materials, accessible meeting rooms, or other accommodations), please reach out to our team at cnrecruitment@cn.ca.

As an equal employment opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, and other protected status as required by applicable law. We thank all applicants for their interest, however, only candidates under consideration will be contacted. Please monitor your email on a regular basis, as communication is primarily made through email.

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