Ca Document Control Coordinator

2 days ago

Vancouver, Canada HDR Full time

**CA Document Control Coordinator**
**-**
**(**
**170465**
**)**

**Description**

**About Us**

HDR Architecture Associates, Inc. (HDR) is an award-winning, employee-owned architecture firm, focused on design innovation for community, recreation, healthcare, education, science and technology, and commercial projects. We pioneer design solutions, tailored to clients’ needs, which truly make a difference in our profession and communities.

Our British Columbia offices, located in Vancouver, Victoria and Penticton, specialize in design for institutional and public-facing projects. We work in collaborative studios across offices, and partner with clients to deliver diverse projects ranging from major social infrastructure projects to mass timber commercial towers. Our teams pair their local knowledge and deep project experience with leading edge expertise from around the globe.

We want to build a better future, so we bring our talents together to add value, promote growth and inspire positive change. HDR is a place where you can accomplish as much as you’re willing to, in your work and in your career. We rally behind a good idea — and each other. Led by the strength of our values and a culture shaped by employee ownership, we network with each other, build on each other’s contributions and collaborate to make great things possible.

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

**Primary Responsibilities**

The Document Controls Specialist will be responsible for maintaining an organized and detailed library of project documentation and will be responsible for the administration and control of documents that are received, created, or issued as part of the project.

In the role of Document Control Coordinator, we'll count on you to:

- Maintain organized and detailed project records document management system and generate new forms on an as-needed basis for projects
- Organize and maintain design & construction records, documents, and files related to direction and documentation of the project teams, including submittals, shop drawings, requests for information, meeting minutes, change orders, and correspondences
- Prepare project reports for design & construction documentation, project milestones and project status
- Track internal and external project schedules
- Ensure that documents are completed, accurate and in compliance with established procedures
- Maintain standards of documentation such as proper completion of forms, spelling, grammar, and ensuring that signatures are received.
- Provide document control training as required for new employees specific to the demands of each project
- Maintain project communications and distribute documents to appropriate project team members for notice and approval
- Route new documents and related notices for information, review, and approval. Track the review/approval process based on the schedule and agreed to contractual timelines for document processing
- Respect contractual relationships and work with the document control team to advise the larger team on appropriate communication/filing procedures.
- Be familiar with the AIBC contractual forms as well as the CCDC standard forms of contract and the definition of terms therein

**Qualifications**

**Required Qualifications**
- 3+ years' experience in the management of records
- Previous AEC experience preferred
- Excellence in written and spoken communication is required
- Knowledge of document management system, such as Newforma, SharePoint, Google Docs and Gate3 preferred
- Proficiency in MS Office, in particular Word, Excel, Outlook, Bluebeam and Adobe
- Proficiency in reading architectural drawings and specifications is a valued and desired skill.
- Familiarity with alternative delivery methods such as P3 is a bonus.
- Flexibility and ability to prioritize and handle multiple tasks with various managers in a fast-paced environment
- Self-motivated, conscientious, curious, well organized and detail oriented. Ability to handle confidential information

**Why HDR**

At HDR, we know work isn't only about who you work for; it's also about what you do and how you do it. Led by the strength of our values and a culture shaped by employee ownership, we network with each other, build on each other's contributions, and collaborate together to make great things possible. When you join HDR, we give you license to do the same. We help you take charge of your career, giving you multiple growth opportunities along the way.

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**Primary Location***: Canada-British Columbia-Vancouver

**Other Locations***: Canada-British Columbia-Penticton, Canada-British Columbia-Victoria, Canada-Ontario-London, Canada-Ontario-Kingston, Canada-Alberta-Calgary, Canada-Ontario-Richmo

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