Document Control Lead

2 weeks ago

Toronto, Canada SYSTRA Full time

Country/Region: CA- Field: Project Management- Location: Toronto, CA- Type of Contract: Permanent- Level of experience: 10-15 years- Job number:
**Job description**

**Document Control Lead**

**About SYSTRA Canada**

SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm who is dedicated to transportation solutions, whether for passengers or goods.

Imagining and implementing the safest, most efficient, and economical tailor-made transport solutions: this is what guides us daily. Thanks to the know-how of our 7500 experts, we are involved in all phases of transport projects: Preliminary and design studies, construction phases, test and commissioning, operation, and maintenance.

Our engineers work with passion to provide people around the world with the opportunity to move freely every day. They are men and women who put all their business expertise and human qualities to work to transform the world through innovative means of transport. Join them and let's invent tomorrow's public transport together.

SYSTRA's ambition is to be the benchmark for transport solutions and an opinion leader in mobility.

**Role and responsibilities**

Review existing document control practices and develop a strategy to achieve a consistent Program-wide approach to the utilization of document management. Provide independent assurance that the project teams are managing project documentation in line with the project policies, processes, procedures, and the terms of the delivery contracts.

Key Responsibilities
- Establishing a framework for identifying, collecting, distributing, and filing controlled documents for the Program. This involves developing and maintaining document control procedures and participating in the development and roll-out of various document control tools and templates.
- Develop and implement document numbering and file naming standards (or similar) aligning with the clients' policies and governance procedures
- Develop and implement document distribution list to identify program participants involved in document reviews.
- Develop and implement document control process workflows that will form e ovpart of therall procedure.
- Handle Data and MetaData & make dashboards using them in PowerBI
- Ensure the information and management control system is implemented in compliance with the Client’s standard; and is updated to reflect revisions to those standards.
- Maintain awareness of new Client and/or Program initiatives that may impact the control or distribution of information on the Program.
- Ensure the Project Team members are provided with adequate training and support to enable them to successfully use the procedure and systems in use by the Program.
- Arrange for meetings to follow up with project team on reviews of outstanding document reviews.
- Proactively conduct “spot audits” and “over-the-shoulder-reviews” of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures.
- Managing and mentoring a group of Document Control Technicians.
- Provide Quality Assurance / Quality Control (QA/QC) audits of the controlled project documents.
- Ensures all controlled documents are easily retrievable and posted to a secure repository
- Provide an interface to IT Support for Document Control issues, which include process enhancements to existing software, recommendations for new hardware and/or software that may benefit the Document Control environment.
- Identify trends and recommend “best practices.”
- Collaborate with other program disciplines to ensure that all controlled documentation is processed as per the program schedule.
- Support and coordination with PPI lead to control the policies, procedures, and instructions for Program delivery approach.
- Support program team engagement addressing areas of concern and ensuring continuous improvement in developed procedures, including training and transfer of knowledge.

Technical Competencies Required:
The key technical competencies required to perform the role well are outlined below.
- Relevant post-secondary degree or diploma with basic understanding of standard engineering practices
- 10+ years’ experience in document management in a leadership or supervisory role, in an engineering and/or construction environment
- Experience with assembling controlled documentation for Program and projects
- Advanced knowledge of document control procedures and filing and record retention systems
- Electronic Document Management System (EDMS) experience with Microsoft SharePoint, ProjectWise, Aconex, or any equivalent document control software.
- Ability to work autonomously and with the ability to effectively manage multiple priorities and timelines.
- Superior organizational and time-management skills; ability to meet deadlines.
- Decision and problem-sol

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