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Document Control Coordinator
3 months ago
What You'll Do Here
Document Control System
- Responsible for the functioning and utilization of the document control system for the project
- Accountable for creating and maintaining project distribution matrix
- Provides training and support to all project team members regarding appropriate document control practices – this may extend to external users such as vendors, contractors, consultants, clients and other third parties
- Identifies and escalates processing or other system issues to the Project Controls or Document Control Manager in a timely manner
- Identifies opportunities for continuous process improvement and monitors for new and emerging software solutions
Reporting
- Assist in creating/implementation and auditing of a reporting system to track all NCR’s, CAR’s, RFI’s, Change Request and other documentation deemed critical by the project from start to finish
- Assists project teams with creating and developing reports in EDMS systems
- Assists in the preparation of the end of project report
- Assists in Creation/Communication/implementation and maintenance and auditing of all required contract submittals
- Assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s through the key milestones of their lifecycle
Documentation
- Oversee the receipt, capture, control and access of all project documents
- Allocates project document/drawing numbers as required per guidance of Project Management, Project Agreement, and/or Client requirements.
- Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the EDMS system in accordance with procedures and requirements for metadata for reporting/auditing
- Manage and coordinate the metadata and the process of storage for documents into the EDMS system by all internal and external parties
- Ensures achievement of established turnaround specifications from receipt of requests into document control to completion of processing and distribution
- Accountable for appropriate post-construction document archival / retention including as per Project Agreement specifications
What You Bring to the Team
- Post-secondary education – Bachelor’s Degree or College Diploma preferred, or equivalent experience
- A minimum of 2 years document control experience in a construction project/site environment
- Prior experience using electronic document management and document control system as well as in processing both design and vendor documentation
- Familiar with EDMS systems such as Sharepoint and Procore is an asset
- Proficient in electronic file management (e.g. Explorer and WinZip)
- Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam
- Intermediate working knowledge of MS Office Applications such as: MS Project; Excel; Word, Outlook, Visio, Powerpoint
- Ability to accurately and efficiently setup, create and maintain documentation metadata
- Ability to interpret and implement process, procedures, workflows and standards
- Ability to document work tasks (work instructions)
- Experience working in a site / project team environment with the proven ability to build relationships with immediate and remote team members, clients, etc.
- Excellent written and verbal communication skills
- Exceptional organizational skills, with a proven ability to meet deadlines in a fast-paced environment
