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Document Control Specialist

2 months ago

Toronto, Ontario, Canada Kiewit Full time
Job Summary

We are seeking a highly skilled Document Control Specialist to join our team at Kiewit. As a key member of our document control team, you will be responsible for managing and maintaining our electronic document control and document management system.

Key Responsibilities
  • Document Control: Manage the organization and maintenance of our electronic document control and document management system.
  • Procedure Development: Develop and implement specific procedures and processes for receiving and date-stamping incoming documents, logging, distribution, filing, review, approval, and distribution.
  • Process Optimization: Optimize document control processes to minimize double handling of information or manual entry of data.
  • Quality Assurance: Actively work towards improving and/or developing departmental procedures, workflows, and templates. Demonstrate commitment to quality assurance.
  • Client Interface: Establish the interface with any client or partner document management system(s).
  • Training and Development: Provide training to project team on document control tools and processes to ensure compliance with the project document control management plan.
  • Team Supervision: Supervise, mentor, and develop junior and intermediate document control staff.
  • System Customization: Lead any modifications required to customize the document control and document management system to meet project requirements.
  • Collaboration: Collaborate with other disciplines to ensure that all documentation is processed as per the project schedule.
  • Communication: Manage deadlines and ensure appropriate communication is provided (to relevant parties) when schedule conflicts arise.
  • Auditing: 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.
  • File Maintenance: Maintenance of controlled drawing sets.
  • Record Retention: Establish engineering/document files in accordance with records retention standards.
  • Handover Package: Assembly and compilation of handover package(s) per project requirements.
Requirements
  • Education: Relevant post-secondary degree or diploma is preferred.
  • Experience: 5+ years' experience in document management, preferably in an engineering and/or construction environment.
  • Skills: 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.
  • Personal Qualities: 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.