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Document Control Coordinator

4 months ago

Vancouver, Canada Vancouver Fraser Port Authority Full time

**BE PART OF THE TEAM THAT**

**BRINGS THE WORLD TOGETHER**
***

**Job Opportunity**:Document Control Coordinator

**_
This opportunity will be supporting the Vancouver Fraser Port Authority's RBT2 project._**

Join an organization that plays a critical role in Canada’s economy. At the Vancouver Fraser Port Authority, we focus on doing the incredible work it takes to become the world’s most sustainable port.

The Vancouver Fraser Port Authority is responsible for the stewardship of the Port of Vancouver, Canada’s largest and most diversified port. Our mandate as a Canada Port Authority, as set out by the _Canada Marine Act_, is to enable Canada’s trade objectives, ensuring goods are moved safely and responsibly through the Port of Vancouver. That means providing infrastructure and ensuring the safe and efficient movement of marine traffic and cargo within the port. It also means we carry out reviews of proposed activities and developments on federal port lands and waters to determine whether a project can go ahead without impacts to the environment and community that cannot be mitigated.

We are passionate about the work we do and what it contributes to our local communities, the region and our country. This is reflected in our values of collaboration, continuous improvement, accountability and customer responsiveness.

Be a part of a team that advances initiatives to promote economic prosperity through trade, a healthy environment and thriving communities for the future generations of Canadians.

It’s a workplace where the intrinsic value of your contribution to help foster the continued growth of the Canadian economy becomes a tangible reality. Bring your unique strengths, perspectives and experiences to the port authority and join us in charting a course toward a sustainable future.

The document control coordinator - infrastructure project services will support the design and construction of infrastructure projects by providing document control function to the various project teams within the Infrastructure Division. One key responsibility of the document control coordinator is to ensure that project teams meet their contractual obligations related to timely processing and responding to submittals and other documents coming from third parties, such as contractors. This role typically consists of naming project documents; maintaining document repository; recording incoming and outgoing project correspondence; tracking expected project deliverables; coordinating and monitoring the processing of requests for information and document reviews as well as identifying and archiving project records.

The document control coordinator will work within a pool of controllers and will support several projects simultaneously. They will follow the approved document management practices.

The document control coordinator will work with the document management coordinator to identify opportunities for improvements in the document management practices and will suggest solutions. The document control coordinator will act as the first level of support for the project teams for questions and issues related to document management system and practices.

The document control coordinator will:
Document Control
- Coordinate, track, and monitor the timely processing of submittals and other documents submitted by external parties such as contractors, to ensure that project teams operate in compliance with the relevant contractual obligations.
- Name, register, and store project documents
- Record project documents as well as incoming and outgoing project correspondence
- Prepare, verify, and issue transmittals with accompanying documents to external parties
- Perform incoming inspection on the received document packages
- Ensure the timely distribution of documents, internally and externally
- Name, register, and store incoming and outgoing correspondence items
- Track and follow-up expected deliverables from external parties
- Scan, name, record, store and archive hard copy documents
- Identify, organize, and archive project records at interim milestone stages and at project completion in compliance with corporate directive
- Perform other clerical tasks related to document control
- Follow and comply with the applicable corporate policies and directives as well as project practices, including the document management practices
- Assist the project team members regarding compliance with applicable document management practices as well as access and use of the document management system
- Identify opportunities for improvement in the document management system and practices and suggest solutions as appropriate
- The health and safety our of employees is a priority and the Vancouver Fraser Port Authority is committed to ensuring a safe workplace. Vaccinations, in combination with other preventative health and safety measures, offer the best available protection against COVID-19 and that is why port authority employees are r