Document Control Supervisor

5 months 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 nearly 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 Control Lead, Toronto, ON

AECOM is in need of a Document Control Lead to join our team in Markham, 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 Oracle Aconex EDMS.

The Document Control Lead 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.

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

+ Supervises activities involved in records management/document control.

+ May develop Company policies and procedures.

+ Develops and conducts training programs for local offices.

+ Manages the performance of key suppliers.

+ Communicates programs to local office management and audit compliance with policy.

+ Responsible for supervising administrative/clerical functions and support staff, including overseeing workload-leveling requirements.

+ Assigns and reviews office activities, circumvents and resolves problem areas, coordinates and performs project personnel administration activities, and interfaces with clients, vendors, and the public.

+ May assist with document production.

+ Performs other related duties as assigned.

+ Accomplishes tasks with the use of Word, Excel, Outlook, office forms, office equipment, and the company’s policies, practices and procedures.

+ Displays good interpersonal, verbal and written communication skills and works cooperatively with others.

+ Supervises two or more employees.

**Qualifications**:
Minimum Requirements

+ Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies

+ 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.

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 managing in a DC team environment.

+ 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 Off

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