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Document Control Specialist

2 weeks ago

Calgary, Canada Bothar Full time

**About Bothar**:
We are a growing tunneling contractor based in Calgary, AB that offers its employees exciting opportunities for career growth, a great working environment, and competitive compensation. We are a North American industry leader in trenchless technology construction with a focus on safety, efficiency and environmental responsibility.

**The Position**:
The role of the Document Control Specialist provides hands-on support and oversight in the areas of document control and standards, as it pertains to daily operations of the corporate office and project site(s), and to project reporting processes. This role will work with all levels of management to develop and maintain standards and document control procedures, ensuring communication and training to all affected employees is available.

**Essential Duties and Responsibilities**
- Development and maintenance of document management system, document control procedures, and standards in collaboration with Management
- All company documents must be reviewed by the Document Control Specialist before they authorized to use; including but not limited to:

- Policies
- Manuals
- SOPs, SWPs, COPs
- Forms
- Templates
- Once reviewed by DCM the document is then sent to the approving manager for sign-off
- Develop and maintain Corporate Templates, in collaboration with departments as required
- Further develop the structure of Dropbox based on growing organizational needs
- Develop company wide document control numbers
- Maintain controlled documents within Dropbox or Sharepoint (Document storage and collaboration platform), ensuring access to only the approved documents
- Develop and Maintain Document Master Registries for all corporate documents (policies, manuals, etc)
- Ensure all Corporate Manuals are reviewed, at a minimum, annually and that standards are maintained on Manual(s) such as but not limited to; Document Management System, HSE Manual, Employee Handbook, Code of Conduct, and Quality Manual
- Provide project documentation production and management, including but not limited to:

- All reports
- Client Document Control Measures are implemented and followed
- Quality control of all documents (reports, drawings) to ensure all references, Doc ID's, Drawing Numbers and other standards are met
- Project Document Registries
- Work closely with project teams to ensure documents are current and continue to meet internal needs as well as client requirements
- Conduct reviews to ensure employee adherence to Document management and control standards
- Additional corporate governance projects, such as implementation of Document Management Software
- Identify areas of improvement and propose solutions
- Develop role appropriate Dropbox /Sharepoint access
- Grant all Dropbox/Sharepoint access; new and existing employees
- Ensure security measures are implemented
- Liaison with Dropbox/Sharepoint representative to ensure Bothar is using the most effective products and services available
- Ensure files/folders shared with external parties are following security measures
- Ensure ex-employee access is removed and transferred to the appropriate person
- Add to appropriate “groups”
- Reset passwords
- Daily troubleshooting with Dropbox/Sharepoint
- Assist with ISO certification

**Key Technical Skills and Knowledge**
- Sound knowledge of governance principles
- Excellent organizational and time management skills
- Demonstrated ability to identify and resolve complex problems
- Experience in policy and process development
- Works efficiently to meet project deadlines (internal and external)
- Strong leadership skills
- Able to prioritize workload with changing priorities
- Effective communicator
- Proven ability in document creation, management and control
- High level user in Excel, Word, Adobe, Dropbox or Sharepoint
- Post-Secondary Education in a related field.

**Other Relevant Information**
- This position is assigned to our Corporate office downtown Calgary or Industrial Yard, but Hybrid work is also possible
- Must be resident in Canada and legally eligible to work
- Bothar is an equal opportunity employer, and is committed to providing an equitable, diverse and inclusive workplace where all employees, whatever their gender, race, ethnicity, national origin, age, sexual orientation or identity, education, and/or disability, feel valued and respected._