Team Lead, Document Control

JOB INFORMATION
Requisition ID: 9609
Number of Vacancies: 1
Department: Project Management Office Project Controls & Risk
Salary Information: $91,618.80 - $114,532.60
Pay Scale Group: 9SA
Employment Type: Regular
Weekly Hours: 35, Off Days: Saturday & Sunday Shift: Day
Posted On: June 24, 2024
Last Day to Apply: July 7, 2024
Reports to: QA and MP Doc. Control Manager

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

Career Opportunity

The Project Management Office is responsible for developing the most effective, standardized, integrated processes, tools, and systems to increase efficiency and build competency in the project management of capital projects.

We currently have an opportunity for a Team Lead, Document Control to join the Project Management Office.

What You Will Do

Reporting to Manager- QA and MP Document Control Manager, you will be responsible for the development, management and improvement of the Document Control Management System for Major Projects (MP) department.

As the Team Lead, Document Control you will develop a document control framework, plans, procedures, work instructions and guidelines to ensure consistent and efficient document control processes and activities that are in line with corporate document control policy and industry best practices.

You will supervise Document Control staff, through leadership, oversight and direction with regards to their roles, responsibilities and assigned tasks. In addition, coordinate with project teams to ensure appropriate document control resources and activities are planned and implemented in alignment with the master schedule for each project phase and communicate regularly with Project Management Office and Project Controls providing work status updates and ongoing deliverables status reports.

You will manage and audit quality control activities of incoming documents/records/technical drawings and outgoing packages before distribution (Reports, Drawings, Transmittals, etc.) to confirm appropriate controls are applied (e.g. drawing and document number, revision number, document status, review status, document type). Furthermore, audit the integrity of the physical and electronic records and document management system for collecting, processing, storing, retrieving and protecting records and documents.

You will manage and monitor requests for printing, scanning and distribution of project documents such as tender documents, Issued for Bid (IFB), Issued for Construction (IFC), addenda and building permit documentation.

You will develop document control Key Performance Indicators (KPI), perform KPI analysis and develop action plans for compliance and improvement.

You will support the evaluation and procurement of a commercial Document Control Management software for improved collaboration, review, sign-off, interfacing with external organizations and progress tracking of documents.

What Qualifications Do You Bring?

• Completion of a diploma or degree in a technical related discipline (Engineering, Information and Records Management or Library sciences) - or a combination of education, training and experience deemed equivalent.
• Experience in document management and document control function in a project management, engineering, or construction environment.
• Certification from Consepsys as Certified Lead Document Controller, Institute of Certified Records Managers (ICRM) as Certified Records Manager (CRM), and Association for Intelligent Information Management (AIIM) as Certified Information Professional (CIP) or similar organizations would be an asset.
• Extensive experience in understanding of document control, document management systems and industry best practices as well as information security concepts, processes and practices.
• Experience using quality control, concepts/models, tools and techniques to monitor document integrity and compliance with document management and document control policies and processes.
• Strong knowledge and experience of SharePoint and ability to learn and implement new systems and enhancements as required.
• Knowledge of Document and Records Management technology, including automated records control
• Experience in supervisory responsibilities.
• Strong knowledge of engineering drawings standards and conventions.
• Extensive knowledge and experience in reading, reviewing and understanding engineering drawings and technical documents.
• Extensive experience in setting up and managing Document Control Management systems in Project Management, Engineering or Construction industry.
• Sound knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the Personal Information Protection and Electronic Documents Act (PIPEDA).
• Proficient in software applications relevant to the work and area of responsibility (e.g. MS Word, Excel, PowerPoint, etc.), Adobe Acrobat Professional.
• Interpersonal and oral/written/presentation communication skills when interacting with PMO/MP departments.
• Demonstrated leadership and team building skills; strong client management, communication (written and verbal), presentation and conflict resolution skills to collaborate at all levels, working with team members, senior management, and process owners.
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

What Skills Do You Bring? Apply analytical skillsDemonstrate appropriate and effective interpersonal communications through various mediaDemonstrate knowledge of the industry and / or sectorPlan and organize activities / projects to meet section and organizational goalsUse office technology, software and applicationsWhat we Offer?

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues' well-being.
  

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at Any information received related to an accommodation will be addressed confidentially.

The TTC's policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.

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