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Document Control Coordinator

2 months ago

Pickering, Ontario, Canada Aecon Full time

About Aecon

Aecon is a leading Canadian infrastructure development company that builds what matters for future generations to thrive. We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

Our Core Values

  • Safety Always. Our number one core value. If we can't do it safely, we don't do it at all.
  • Integrity. We lead by example, with humility and courage.
  • Accountability. We're passionate about delivering on our commitments.
  • Inclusion. We provide equitable opportunities for everyone.

About the Role

We are seeking a highly organized and detail-oriented Document Management Specialist to join our team. As a Document Management Specialist, you will be responsible for administering and enforcing all aspects of Document Control functions through established work processes and procedures for paper and electronic document management to meet all objectives.

Key Responsibilities

  • Coordinate document management activities with internal departments and clients.
  • Ensure quality of all drawings and documents prior to issue (Administrative check), as per established document control procedures.
  • Maintain and enforce project procedures associated with relevant Document Control / Record Management processes.
  • Produce and maintain documentation; receive, process and control deliverable and non-deliverable documentation.
  • Process, print and distribute documentation received from client, site and suppliers.
  • Monitor and update document baseline.
  • Process and record requests for filing documentation received from third parties, includes all supporting information, administrative and technical records.
  • Interface with internal and external service providers (e.g., courier, IT) in order to meet project schedules.
  • Coordinate all aspects of formal documentation shipments to customers and suppliers, including tracing of shipments with SP Courier Services if required by contract.
  • Ensure the established documentation work processes are implemented, followed and maintained, including quality assurance checks to demonstrate conformance, thereby ensuring that accurate records are kept and maintained for proper audit trails.
  • Ensure the timely and accurate processing and recording of deliverables per project contractual obligations, in order to meet schedules and avoid monetary penalties/delayed placement of orders/inaccurate information.
  • Generate statistic and ad hoc reports; conduct system queries on the status of documents.
  • Assist Engineering and Project Control staff regarding documentation processes and queries.

Requirements

  • College graduate in Business Administration or a minimum of 5 years experience in related field or transferrable skills.
  • Knowledge and proficiency in Microsoft Office programs, Adobe Acrobat and File Transfer Protocol.
  • Knowledge of the Records Management System.
  • Proficient in using computerized Document Management applications / Electronic Document Management Systems (EDMS).
  • Good understanding of engineering and procurement documentation.
  • Good organizational skills with accurate attention to detail, with the ability to establish priorities and work under pressure to meet schedules.
  • Good understanding of company and project requirements, and able to offer practical suggestions for Document Control involvement.
  • Self-starter, requiring minimum guidance.
  • Uses initiative to identify, investigate and solve problems.
  • Good understanding of the document security requirements through the document processing stages including restrictions and export permits.
  • Demonstrated capability of working under tight timelines.