Document Control Specialist

6 days ago

Mississauga, Ontario, Canada Graham Full time

Graham is an employee-owned construction solutions partner that services the buildings, industrial, infrastructure, water and project finance sectors. We deliver lasting value for our clients through meticulous planning and scheduling, while upholding rigorous safety and quality standards. With offices throughout North America, our passionate and knowledgeable teams deliver projects that enable communities to thrive and people to live, work, move and grow in a rapidly changing world. With over nine decades of experience, Graham has the resources, capacity and expertise to undertake projects of every scope, scale and complexity. Join our team to deliver a better tomorrow.
 

We are seeking top-tier talent to join our Infrastructure division and build innovative projects in the transit and transportation sectors, such as roads, highways/freeways, bridges, interchanges, LRTs, BRTs, and airports. As a member of this collaborative team, you can expect a safe, diverse and inclusive environment, and on-going learning and career development opportunities.

About the Role:

Reporting to the Senior Project Manager on a project, the Senior Document Controller is responsible for receiving, managing, tracking, maintaining, and distributing documents to the project team (internal and external) as per Graham's document distribution using InEight.  The incumbent is responsible for training external and internal team members on  

Graham's internal and client-based procedures and processes (contractual obligations), which can vary by project. 

As a Senior Document Controller at Graham you will:

  • Set up Project Electronic Database Management System (EDMS), allowing for setup of a master document registry
  • Manage and interpret required metadata
  • Understand project contractual requirements and align document control processes and procedures for the team
  • Receive, decipher, and process documents from the client, engineering firms, subcontractors, and team members 
    • Transmit documents after confirming their accuracy
    • Develop and distribute reports (i.e. outstanding information, status of documents, etc.)
      • Identify any discrepancies in the documents
        • Respond to any discrepancies, rectifying or correcting the discrepancies
          • Enter documents and manage documentation, submittals, etc. in InEight 
            • Carry out revision control as it pertains to hard copies and soft copies per contract requirements.
              • Ensure the DDM (Document Distribution Matrix) is maintained and updated
                • Train the team on how to use the EDMS in the office or in the field to find documents
                • Maintain constant communication with Quality and Scheduling teams throughout the project life cycle
                • Work with the team on an effective turnover/project close out plans
                • Submit documents as per Graham's contractual requirements
                • Compile weekly reports for the project team
                • Process documents within 24 hours as per a service level agreement
                • Decipher project specs and maintain project deadlines
                • Collaborate with document control partners to attend to clients' needs 
                  • Maintain open and effective communication with all stakeholders

Qualifications/Experience:

  • 5-7 years of relevant document control experience, preferrably with a general contractor
  • 1+ years of experience working within Metrolinx projects 
    • High level of proficiency with electronic database management software. InEight is an asset
      • Solid understanding of the requirements of the document and submittal deadlines
        • Experience working on large complex construction projects
          • Consistently demonstrates a positive and collaborative demeanor 
            • Proactive problem solver 

If this sounds like you, then Graham may be the right fit. Apply today.

Graham is an Equal Opportunity Employer, and employment selection decisions are based on merit, qualifications, and abilities. Graham does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.
 

Graham Group Ltd. also welcomes and encourages applications from those with disabilities. Accommodations are available upon request for candidates taking part in each stage of our process. For more information please see our AODA Compliance Policy and our Multi-Year Accessibility Plan.
 

No unsolicited resumes or phone inquiries from agencies, thank you.

As Graham's trusted recruitment partner, Jardeg aids in the hiring of skilled professionals who play a crucial role in the success of Graham's Buildings, Industrial, Infrastructure, Water, Development, Maintenance and Turnaround projects across Canada.

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