Document Management Lead

6 months 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 hierarchical responsibility of the Quality Director, the Document Management lead develops and maintains computer tools for document management (ACONEX, SharePoint, Project Wise, etc.) to facilitate the implementation of the document coding, circulation, validation, and archiving processes with or without headers. They report malfunctions and difficulties to the Quality Director.

**Responsibilities**:
General Coordination
- Drafts and updates the general management procedure "Coded Document Management."
- Drafts and updates the general management procedure "Graphic Charter."
- Drafts and updates the general procedure "Correspondence Management."
- Ensures that the above procedures are distributed to the entire project, subcontractors, and contractors at each revision.
- Drafts and updates the document "User Guide for Document Management."
- Ensures 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 being recorded in the Document Management System (GED).
- Ensures distribution via GED of documents with or without headers, both internally and for the Client and stakeholders.
- Establishes and updates the document distribution matrix.
- Assists users, especially in defining document coding.
- Ensures access security and develops user access rights.
- Trains and supports new users on GED during training sessions.
- Maintains a register of trained personnel.
- Evaluates the effectiveness of training provided to participants.
- Implements various validation processes (Workflow).

Continuous Improvement
- Acts as the lead for the "Document Control" process within the framework of ISO 9001-2015 certification.
- Drafts non-conformity reports for submission to management regarding discrepancies in document management and associated corrective actions.
- Proposes the implementation of continuous improvement actions related to the GED tool, its functionalities, and user assimilation.
- Prepares "Quality Notes" to raise awareness across the project about GED functionalities, best practices, and new features.
- Ensures proper dissemination or display of these notes.

Client
- Ensures the proper transmission to the Client and external parties such as IDC of documents intended for their review or information.
- Communicates with counterparts at the Client to define and/or adapt the document distribution matrix.
- Provides statistical reports on circulating documents in the GED upon request from Client management.

Site Relations
- Ensures the proper distribution of controlled hard copy versions for the Client or construction teams on the site.
- Generates and distributes a shuttle status of the latest document indices at a fixed frequency.

Archiving
- Develops strategies for electronic backup and archiving based on the document lifecycle.
- Ensures the update of a paper filing system for documents that require it at the latest applicable index.
- Develops the general procedure "As-Built Documentation."

**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.
- Ability to speak in public.
- Advanced level of spoken and written 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
- New remote 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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