Document Control Manager

2 weeks ago

Toronto, Canada Entuitive Full time

What is the opportunity?

As the Document Control Manager, you will be leading a Document Control team responsible for implementing document control procedures and guidelines, records management, ensuring adherence to established document control requirements, maintaining a data distribution system and for overseeing and managing the document control system within our organization. The successful candidate will ensure that all project documentation, including engineering drawings, contracts, commercial correspondence, specifications, reports, and other critical documents, are securely stored, organized, and accessible in accordance with company and industry standards and client requirements.

This role requires a highly organized individual with a strong understanding of document control systems and software, compliance procedures, and best practices in managing engineering documentation and who will be integral in maintaining the reputation of Entuitive as a trusted partner within our client and consulting engineering community.

You will:

  • Establish a system for document control that ensures all relevant documents are controlled, retained, updated, uniquely identified, and easily and securely accessible by Entuitive staff and others.
  • Manage the development and implementation of document control processes, records management, systems, and procedures in alignment with industry standards (including ISO 9001:2015) and project requirements.
  • Oversee the secure lifecycle of corporate and project documents, including receipt and control of external documents, verification, numbering, recording, authorized distribution, release, filing, tracking, and archiving.
  • Ensure compliance with document control standards, security, permissions, confidentiality, and regulatory requirements.
  • Coordinate the distribution of documents to stakeholders (internal and external) and ensure proper version control.
  • Manage the review and approval workflows for project documents and drawings and collaborate with project managers and coordinators, engineers, and other team members to ensure effective implementation of project-specific document control procedures, efficient document flow, and resolution of any document-related issues.
  • Establish and maintain a centralized project document repository for easy controlled access and retrieval by corporate management, project teams and clients.
  • Monitor and track document status, ensuring timely updates and accuracy of all project files.
  • Verify and establish document retention requirements, arranging document cataloging, and long-term storage, or disposal of appropriate documents at the time of project closeout.
  • Provide training and guidance to staff and project teams on document control procedures and software tools.
  • Prepare and maintain document control reports and metrics for management, project teams, and stakeholders.
  • Assist with external and internal audits, document reviews, and compliance inspections as required.
  • Raise awareness with project teams and staff of the importance of accurate and controlled documentation.
  • Collect user feedback on the document control process, software, and audit results to refine procedures and tools.
  • Maintain strong knowledge of industry standards, best practices, and regulatory requirements.
  • Provide leadership, mentorship, and training to the Document Control team.

Requirements

What do you need to succeed?

  • Bachelor’s degree in Business Administration, Engineering, or related field.
  • Minimum of 8 years of experience in document control management, preferably in an engineering or construction environment.
  • Strong knowledge of document control software such as SharePoint, ProjectWise, Procore, Aconex, Viewpoint, SAP, Deltek Project Information Management (PIM), AutoDesk BIM 360, iOFFICE, and MasterControl.
  • Ensuring documents are stored securely, managing access rights, and understanding data protection regulations such as GDPR, HIPAA, or industry-specific requirements.
  • Being conversant with emerging technologies like AI-driven document search or blockchain for immutable document control.
  • Experience with project management and construction management tools and workflows and how they integrate with document management systems.
  • Knowledge of automating approval workflows, routing documents to the right stakeholders, and managing approvals and rejections efficiently.
  • Understanding how to track document changes, maintain version history, and ensuring project teams are always working with the most current and approved document versions.
  • Thorough knowledge of industry standards for document control, such as ISO 9001:2015, is required.
  • Excellent leadership, team management, communications, presentation, and interpersonal skills, with the ability to collaborate with the client, project teams, and stakeholders.
  • An analytical mindset with problem-solving capabilities and the ability, passion, and strategic foresight to anticipate and mitigate Document Control risks.

Benefits

Why Entuitive? 

  • Flexible working hours, 37.5 hour work week. 
  • Minimum 3 days a week in office. Building strong relationships and collaborating internally is important to us 
  • Commitment to staff growth through mentoring and training. 
  • Employer paid medical, dental, and vision insurance premiums for employees and their dependents. 
  • Generous parental leave policy. 
  • RRSP matching up to 5%.  
  • Participation in our discretionary profit-sharing plan. 

 

About Entuitive 

We are deeply committed to fostering an inclusive, equitable, and accessible environment where all employees and clients feel valued, respected, and supported. Entuitive will ensure that reasonable accommodations are made to persons with disabilities during the recruitment and assessment processes. 

If you are excited about this opportunity and are interested in learning more about Entuitive, please check out our About Us page. 

At Entuitive, we prioritize human-centric evaluation methods and do not utilize AI for screening or recruitment processes. 

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