Document Controller
3 days ago
About Aecon
Aecon is a leading Canadian infrastructure development company that builds what matters for future generations to thrive. We lead impactful infrastructure projects, partnering to build, connect, power, and strengthen our communities.
Our Commitment to Excellence
We are committed to delivering exceptional results through strong execution and continuous improvement. Our diverse team of experts is dedicated to providing innovative solutions that meet the needs of our clients and stakeholders.
Job Summary
We are seeking a skilled Document Controller to join our team. The successful candidate will be responsible for administering and enforcing all aspects of document control functions, ensuring the quality of all drawings and documents, and maintaining and enforcing project procedures associated with relevant document control and record management processes.
Key Responsibilities
- Administer and enforce all aspects of document control functions through established work processes and procedures for paper and electronic document management.
- Coordinate document management activities with internal departments and clients.
- Ensure the quality of all drawings and documents prior to issue, as per established document control procedures.
- Maintain and enforce project procedures associated with relevant document control and record management processes.
- Produce and maintain documentation, receive, process, and control deliverable and non-deliverable documentation.
- Process, print, and distribute documentation received from clients, sites, and suppliers.
- Monitor and update document baseline.
- Process and record requests for filing documentation received from third parties, including all supporting information, administrative, and technical records.
- Interface with internal and external service providers 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 statistics and ad hoc reports; conduct system queries on the status of documents.
- Assist engineering and project control staff regarding documentation processes and queries.
- Flexibility in work hours to accommodate project demands with occasional preapproved overtime.
Requirements
- College graduate in Business Administration or a minimum of 5 years of experience in a 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 document security requirements through the document processing stages, including restrictions and export permits.
- Demonstrated capability of working under tight timelines.
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