Document Management Lead

4 weeks ago

Montréal, Canada Pomerleau Full time

**We are Pomerleau. And you could be too.**

At Pomerleau, we fully understand that our mission is not only to create infrastructure or erect buildings, but to build communities. As a leader in the construction industry for nearly 60 years, we always aim to make a positive impact on the lives of the people we serve across Canada.

To do this, we do everything we can to listen to their needs, to never lose sight of the realities of tomorrow and to innovate in a more committed, more collaborative and more sustainable way. Together, this is how we redefine our practice - for the good of our profession and of future generations.

**What YOU Will Do**

Under the responsibility of the Quality Director, the position holder develops and maintains the computer tools for document management (ACONEX, SharePoint, Project Wise, etc.) to facilitate the implementation of the document coding, circulation, validation, and archiving process, with or without headers. The position holder reports malfunctions and difficulties to the Quality Director.

**Responsibilities**:
**General Coordination**
- Draft and update the general procedure for document management, "Management of Coded Documents."
- Draft and update the general management procedure, "Graphic Charter."
- Draft and update the general procedure, "Correspondence Management."
- Ensure that the above procedures are distributed to the entire project, subcontractors, and contractors at each revision.
- Draft and update the document "User Guide for Document Management."
- Ensure that documents produced by the JV, its subcontractors, and contractors comply with the coded document management procedure, adhere to the graphic charter, and undergo internal control before recording in the Document Management System (DMS).
- Ensure distribution via the DMS of documents with headers, both internally and to the Client and stakeholders.
- Establish and maintain the document distribution matrix.
- Assist users, particularly in defining document coding.
- Ensure secure access and develop user access rights.
- Train and support new users on the DMS during training sessions. Maintain a register of trained personnel.
- Evaluate the effectiveness of training provided to participants.
- Implement different validation circuits (Workflow).

**Continuous Improvement**
- Lead the "document control" process within the framework of ISO 9001-2015 certification.
- Draft, for proposal to the hierarchy, non-conformity reports regarding deviations in document management, along with associated corrective actions.
- Propose the implementation of continuous improvement actions concerning the DMS, its functionalities, and user assimilation.
- Prepare "Quality Notes" to raise awareness across the project on DMS functionalities, best practices, and new features.
- Ensure the proper dissemination or display of these notes.

Client
- Ensure the proper transmission to the Client and external parties, such as IDC, of documents intended for their review or information.
- Communicate with counterparts at the Client to define and/or adapt the document distribution matrix.
- Provide statistical reports on documents circulating in the DMS to Client management upon request.

**Site Relations**
- Ensure the proper distribution of controlled paper versions to the Client or construction teams on the site.
- Generate and distribute a shuttle status report of the latest document indices at a set frequency.

**Archiving**
- Develop strategies for electronic backup and archiving based on the document lifecycle.
- Ensure the update of a paper filing system for documents that require it to the latest applicable index.
- Develop the general procedure, "As-Built Documentation File."

**What YOU Will Bring**
- 5 years of experience in document management for large projects in Canada or internationally;
- Familiarity with ACONEX, SharePoint, and Project Wise;
- Strong ability to communicate effectively in public and to train the team;
- Bilingual in French and English.

**Why Choose Pomerleau**
- Competitive salary
- 4 weeks’ vacation
- Group insurance (including a health spending account)
- Group RRSP
- Employer paid monthly public transit pass
- Fitness Membership or Activity Reimbursement
- Employee assistance program
- Exciting training opportunities
- Dynamic culture
- Exciting career opportunities
- Summer hours all year long
- Access to telemedicine platform Dialogue for free
- Hybrid work policy

We thank all applicants, but only those selected for further consideration will be contacted. Be sure to join our Talent Network to stay informed about all job opportunities at Pomerleau.

Pomerleau Inc. is an equal opportunity employer. We are committed to providing employment accommodation in accordance with the Accessibility for Ontarians with Disabilities Act. During any stage of the recruitment and hiring process, accommodation for applicants with disabilities are available upon request.

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