Document Control Specialist

6 months ago

Ottawa, 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.

AECOM’s Architectural design practice Buildings + Places is in need of Document Controllers to join our team. This position could be based out of our Ottawa or Montreal-offices, with opportunities for hybrid work.

**Job Summary**:
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 Oracle Aconex EDMS, ACC, BIM 360.

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

**Major 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
- Works under limited supervision.
- May take on several components of a project.
- Provides direction for team members.
- Plans 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, audit, tracking, storage, retrieval and distribution of both classified and unclassified electronic, paper and other media project data and documents according to company policy, and proper procedures for the projects.
- Manages the set up and maintenance of document control / records management for multiple projects and Project Managers.
- Ensures that all local practices and activities comply with company policies and procedures.

**Qualifications** Minimum Requirements**

University Degree in relevant field of study + two (2) years of experience in Document Control in an Engineering, Construction or Owner Environment

Demonstrated equivalency of experience and/or education may be considered.

**Preferred Qualifications**
- Experience with EDMS systems including 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 (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.
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