Document Control Specialist

Job Title:
Document Control Specialist III

Location:
Edmonton, AB

Work Model:
Hybrid (Mon, Tues, Thurs in office)

High Level Description

The ideal candidate should possess expertise in Gas, Liquids, and Power projects, demonstrating a comprehensive understanding of the documentation and turnover process requirements specific to each commodity. Proficiency in tracking the lifecycle of asset data, coupled with advanced knowledge of various document processing and information management tools, is essential. In this role, collaboration with cross-functional teams will be crucial to ensure the seamless turnover of records to Business Units and to validate asset data effectively.

Specific Accountabilities:

This position encompasses a diverse array of Document Control and Records Turnover services throughout the project lifecycle. Key responsibilities include:

• Delivering Document Control and Records Turnover services for Gas, Liquids, and Power projects, while supporting and communicating Business Unit requirements across the project lifespan.

• Demonstrating proficiency in MTR, NDE, hydrotest, and construction records turnover requirements, with the ability to validate equipment tag data to ensure alignment with vendor and commissioning records.

• Compiling project turnover documentation in accordance with Business Unit specifications, utilizing tools such as Adobe Acrobat and Bluebeam.

• Coordinating with internal and external parties to ensure timely turnover of vendor records in compliance with Final Vendor Data Book requirements.

• Processing project documentation for retention through the auditing of records, asset data, and the attribution of metadata.

• Collaborating with internal and external stakeholders to address and rectify record and data deficiencies, while independently managing multiple projects in a fast-paced environment. Proactively resolving problems and providing innovative solutions.

• Assisting in the continuous improvement and development of data management standards, practices, and protocols.

In addition, the role involves providing specialized and technical support and leadership to the project teams by:

• Interpreting project-specific business requirements, ensuring alignment with project lifecycle gating methodologies, and compliance standards for records turnover to the appropriate Business Authorities.

• Recommending process improvements to enhance efficiencies within the team and stakeholder groups.

• Offering expertise in using and integrating existing information management tools and applications (SharePoint, Excel, Word, PowerBI, Bluebeam, etc.) to facilitate effective project management

Knowledge, Skills & Abilities

• Diploma in Information/Business Analysis/Records Management/Library Studies or equivalent post-secondary education coupled with relevant experience.

• A minimum of three (3) years of experience in a project environment or equivalent related field.

• Demonstrated expertise in identifying, tracking, and managing data pertaining to assets.

• Proven ability to work autonomously and with minimal supervision.

• Strong computer skills, including advanced proficiency in Microsoft Office Suite, SharePoint, OneDrive, and Teams.

• Experience and/or developmental knowledge of SharePoint or other document control systems.

• Self-motivated team player with the ability to collaborate effectively with team members to achieve deliverables.

• Exceptional analytical, interpretive, organizational, and problem-solving skills.

• Capacity to handle a high workload, tight timelines, and high-impact activities.

• Skillful in prioritizing and managing multiple assignments, meeting established deadlines while aligning with project requirements.

• Outstanding communication skills, both written and oral.

• Excellent interpersonal skills, displaying the ability to share experience and knowledge with others.

• Possesses a keen attention to detail.