Document Control Specialist

1 day ago

Thornhill, Canada AECOM Full time

**Company Description** Work with Us. Change the World.**

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.
**Job Description** Document Controls Lead, Markham/Toronto, ON.**

AECOM is in need of a Document Controls Lead to join our team in Markham, ON and in our clients office in Toronto, ON.

The job incumbent will be responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving all official project documents to, from and within the company using SharePoint, Aconex or other EDMS.

The Document Controls Lead is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company and external stakeholders with quality assurance measures.

**KEY RESPONSIBILITIES**
- Create and maintain Document Management Systems including library distributions and participant matrix.
- Ensure document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
- Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects
- Organize necessary filing and archiving of technical documents.
- Configuring SharePoint systems to specified requirements.
- Assist in the coordination of documentation processes including creating automatic business workflows through SharePoint Online and Power Automate.
- Manage and maintain templates and information on project servers.
- Drive improvements and efficiencies in our data management systems & processes
- Participating in other document control initiatives or data management tasks under the direction of the functional team lead
- Construction Project Administration
- Technical Document Control
- Development of Corporate Standards and Documents
- Management of Corporate Document Data Base and File Life-Cycles
- Coordinating of RFI, RFR and Inspection Activities
- Record management and document retention scheduling
- Developing, and conducting internal project and process audits
- Preparation for ISO 9001:2008 external audit
- Developing Standard Operating Procedures including guides and templates
- Tracking of Key Performance Indicators
- Generating and maintaining BOMs of newly designed equipment

**Qualifications** Minimum Requirements**
- Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies
- Experience managing in a DC team environment.
- Ability to effectively communicate with all staff at all levels, clients and external vendors.
- Ability to anticipate project needs and work independently with mínimal supervision.
- Efficient and Resourceful at multitasking and initiative-taking in problem solving.
- Ability to work in a challenging environment and under pressure.
- Strong organization skills with attentive detail and professional technical writing skills.

**Preferred Qualifications**
- Experience with EDMS systems including Unifier, Oracle Aconex, SharePoint Online, Prism Contruent, BIM 360/ACC and MS Power Platform including PowerAutomate, PowerApps and PowerBI.
- Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook)
- Experience with Technical Document Control Management software Unifier, (Share Point, JD Edwards, Documentum EDMS, Aconex EDMS, SAP, PrismDocs, CRM, ERP, Oracle, People Soft, ProjectWise, McLaren EDMS, Microsoft Office, AS400, Macros, Global Shop, Solid Works, FSCM, HCM, E-Fin, Proliance, e-Builder, Prolog and Micros). Familiar with POSSE and LiveLink, SPIN, and 311 Service Request Logs.
- Experience in Engineering, Construction or Owner Environment
- Trained internal auditor.
- Works under limited supervision.
- May take on several components of a project.
- Provides direction for team members.- Pans and manages implementation and integration of new technologies.
- Troubleshoots problems of medium complexity and recommends appropriate action.
- Project size could range from low to medium complexity.- Provides document management and project controls support which includes the receipt, inventory, au

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