Document Controls Resources
4 days ago
Key Responsibilities:
- Perform general office administration tasks and manage project documentation generated during owner surveillance and construction oversight efforts.
- Update and maintain project records, including:
- Action lists, performance reports, risk management plans, testing plans and reports, baseline schedules, meeting minutes, contractor progress reports, NCRs, RFIs, and cost/schedule variance reports.
- File and organize documents in ATOM and Vault systems, including technical documentation and drawings.
- Act as a liaison between the Project Control Manager and team, ensuring effective communication and timely distribution of information.
- Draft and coordinate reports such as Weekly Status Reports, Variance Reports, and Risk Management Plans.
- Maintain organized filing systems (both electronic and physical), public folders, shared areas, and mailing lists.
- Manage scheduling, calendars, travel arrangements, and meeting coordination, including teleconferences and videoconferences.
- Support financial tracking, budget analyses, and procurement using Oracle.
- Record and distribute meeting minutes promptly and follow up on action items.
- Organize, edit, and format technical reports and presentations for consistency and accuracy, ensuring timely delivery to stakeholders.
- Monitor and improve project workflows, ensuring adherence to established processes and policies.
- Handle sensitive and confidential information, including staffing issues, recruitment efforts, and employee records.
- Undertake special assignments such as organizing meetings, workshops, and other project-related events.
Qualifications:
Education:
- Secondary school diploma required. Post-secondary training preferred.
Experience:
- 4–7 years of related administrative experience, ideally as a branch or divisional administrative assistant.
- Document control experience is a strong asset.
Skills and Abilities:
- Exceptional interpersonal, written, and verbal communication skills.
- Strong organizational and time management skills with the ability to prioritize and meet deadlines under pressure.
- Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
- High attention to detail, particularly in editing and formatting documents.
- Initiative, discretion, and professionalism when handling sensitive information.
- Dependable, adaptable, and able to work independently or collaboratively.
Job/Industry-Specific Knowledge:
- Familiarity with business systems such as Oracle, TRAK/ATOM, and Action Tracking is preferred.
- Knowledge of CNL procedures, document templates, and forms.
- Understanding of best practices in administration and project workflows.
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