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Document Management Specialist

1 month ago

Toronto, Ontario, Canada Kiewit Full time

Job Description:


The successful candidate will be responsible for managing and leading the document control team for a major transportation infrastructure project.


Key responsibilities include establishing document flow and distribution for design and construction teams at the project office, ensuring all practices and procedures meet the project document retention requirements, and performing periodic audits to ensure ongoing compliance.


Additionally, the candidate will implement procedures to ensure timely processing of documentation to meet established delivery dates, collect and log in all contract documents and project documentation from bid phase through project completion, reproduce, distribute, store, and retrieve documentation.


Key Responsibilities:



  • Manage the organization and maintenance of an electronic document control and document management system.
  • Develop and implement specific procedures and processes for receiving and date-stamping incoming documents, logging, distribution, filing, review, approval, and distribution.
  • Optimize document control processes to minimize double handling of information or manual entry of data.
  • Actively work towards improving and/or developing departmental procedures, workflows, and templates. Demonstrate commitment to quality assurance.
  • Establish the interface with any client or partner document management system(s).
  • Provide training to project team on document control tools and processes to ensure compliance with the project document control management plan.
  • Supervise, mentor, and develop junior and intermediate document control staff.
  • Lead any modifications required to customize the document control and document management system to meet project requirements.
  • Collaborate with other disciplines to ensure that all documentation is processed as per the project schedule.
  • Manage deadlines and ensure appropriate communication is provided (to relevant parties) when schedule conflicts arise.
  • Participate in all 3rd Party / internal audits as required, being fully cognizant of appropriate plans, policies, and procedures and respond effectively to requests for corrective actions.
  • Maintenance of controlled drawing sets.
  • Establish engineering/document files in accordance with records retention standards.
  • Assembly and compilation of handover package(s) per project requirements.
  • Other duties as required.

Requirements:



  • Relevant post-secondary degree or diploma is preferred.
  • 5+ years' experience in document management, preferably in an engineering and/or construction environment.
  • Experience with assembling documentation for project close-out and handover.
  • Electronic Document Management System (EDMS) experience (strongly preferred).
  • Advanced knowledge of document control procedures and filing and record retention systems.
  • Basic understanding of standard engineering practices.
  • Administrator experience with Microsoft SharePoint, Projectwise, Aconex, Teambinder, or any equivalent document control software.
  • Ability to work autonomously and with the ability to effectively manage multiple priorities and timelines.
  • Superior organizational and time-management skills; ability to meet deadlines.
  • Decision and problem-solving ability.
  • Proven ability to multi-task and efficiently respond to changing priorities.

Other Requirements:



  • Regular, reliable attendance.
  • Work productively and meet deadlines timely.
  • Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
  • Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
  • Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
  • May work at various different locations and conditions may vary.

We offer our full-time staff employees a comprehensive benefits package that's among the best in our industry, including top-tier medical, dental, and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.