Document Controller

POSITION MANDATE

As a Document Controller, you will ensure the accurate handling, distribution, and storage of critical documentation in a fast-paced, technical environment. Your primary responsibility is to manage the flow of both incoming and outgoing documents — including, but not limited to, engineering drawings, electrical schematics, work packages, specifications, contracts, change management documents and compliance records.

You will maintain version control of various documents, ensure proper approvals are obtained in a timely manner, interface with client document management systems and monitor the lifecycle of each document from creation through to archiving or disposal. This ensures that field teams, project managers, and engineers always have access to the most current and accurate information, helping prevent costly rework and safety risks.

In this role, you will also support the development and implementation of document control processes that align with industry standards and project requirements. Your strong organizational skills and technical understanding will contribute to the safe, compliant, and efficient execution of projects.

REPRESENTATIVE DUTIES

Document Controls

· Liaises with department Project Manager, and clients as required.

· Oversee incoming and outgoing documentation throughout a project's lifecycle.

· Maintain and update document control systems for electrical engineering documents, drawings, and specifications.

· Track document submission due dates and follow up with responsible parties.

· Coordinate with electrical and mechanical teams, project managers, and external stakeholders to ensure timely receipt and delivery of documents.

· Gathers and files relevant project documentation and other content during project closeout.

· Reporting errors or developments regarding document storage to the appropriate stakeholder.

· Maintaining the security of confidential documents and ensuring the secure destruction and disposal of sensitive documents as required, both paper & electronic.

· Supports, understands and follows compliances to ISO 9001:2015.

· Review incoming and outgoing documents for completeness, accuracy, and compliance with project standards.

· Develops templates for common document types (like checklists, FIWPs, and forms etc.).

· Regularly provides reports on document status, progress updates, document review cycles, and distribution logs for management teams and other relevant parties.

· Collaborate closely with project teams, engineers, clients, and other stakeholders to streamline document processes and resolve document-related issues promptly.

· Retrieving and issue documents for stakeholders when requested in a timely manner.

Administrative Support

· Supports Project Management Excellence (PME) committee with audits around documentation and their processes.

· Performs administrative tasks for their department including document preparation, data entry, maintenance, and storage of electronic project files.

· Receives, compiles, and organizes information using databases, forms, files, and spreadsheets.

· Preparation and distribution of correspondence, reports, forms, presentations, applications, and other documents.

· Train new staff on document control procedures.

· Creates and provides manuals such as Operation & Maintenance manuals and other final project documentation as required.

· Monitors and maintains TPS Document Control email inbox and distributes the required information to the appropriate Project Admin Coordinator, Project Manager and/or clients.

· Liaises with engineering and other departments within TPS to follow up on deliverable timelines, and ensures documentation is received and sent out in a timely manner.

· Receives backorder and procurement reports and distributes them to the Project Managers and Project Admin Coordinators of the department.

· Develop, implement, and maintain document control procedure manual.

· Set up folder structures on network and SharePoint drives.

Technical Knowledge & Skills

· Knowledge of project management methodologies.

· Understanding of Document Management Systems (Ex. Procore, Aconex, Smart Plant).

· Exceptional organizational skills and attention to detail.

· Familiarity with electrical engineering drawings, terms, and documentation.

· Experience working on diverse projects that vary in scope, size, and complexity.

· Knowledge of the principles and practices of insurance.

· Ability to manage multiple tasks and work under tight deadlines.

· Advanced Knowledge of Microsoft Office (e.g., Word, PowerPoint, Excel, SharePoint, OneNote, MS Project and FoxIt, but not limited to).

· Excellent communication and interpersonal skills, both written and verbal.

EDUCATION AND EXPERIENCE

· Grade 12 or equivalent. Post secondary an asset.

· 1 plus years as an active document controller.

· Experience within an electrical, manufacturing or construction environment is considered an asset.

· An equivalent combination of education and experience may be considered.

ACCOUNTABILITIES

· Project documentation is well organized, easily accessible, and accurate.

· Project based profit margins are calculated within a reasonable time frame following the completion of projects.

· Administrative support is timely, accurate and relevant to the scope of the work.

· Required documentation meets quality expectations and standards regarding data entry and/or filing (PO, expenses, budgets, etc.).

· The incumbent's work areas are maintained in a professional and organized manner.

· Positive and professional relationships and communications with internal and external contacts essential to performing the position's duties are established and maintained.

· The quality of the work delivered meets expectations.

· Issues of concern or importance are communicated to the Project Manager, Supervisor or Department Manager in a timely manner.

· Compliance with relevant policies, procedures, standards and practices, legislation and codes meet expectations.