Document Control Administrator

Found in: Talent CA C2 - 6 days ago

Toronto, Canada ONxpress Operations Inc. Full time

Job description

Accountability The Document Control Administrator will work on direction of the Document Control Lead. They are responsible for the functioning and utilization of the document control system for the project. The administrator will work closely with various departments to ensure that all documents are properly stored, tracked, and accessible when needed and will be responsible for maintaining document control procedures and policies, reviewing and quality checking documents for accuracy and completeness, uploading and organizing documents in digital formats, maintaining the document control systems and workflows, coordinating the distribution of documents to appropriate stakeholders, and maintaining version control, assisting with various responsibilities related to document control, and training and providing guidance to employees on document control procedures and best practices Responsibility Working with the Document Control Manager/Lead, assist in creating document control policies, procedures, plans and work instructions Learn and utilize the tools, systems, policies and procedures necessary to effectively process document control requirements. Assist in creating detailed work instructions/videos to support the approved procedures. Monitor and process the Document Control Email inbox for transmittals and email as required Coordinate all activities related to the Document Control procedure (registration, uploading, transmitting) including technical documents, drawings, and commercial correspondence. Ensure documents submit to right distribution to action documents Follow up with all discipline personnel for action items Ensure all information is logged electronically for easy retrieval and access Maintain record storage Ensure Document Data accuracy in compliance with implemented procedure and policies. Maintain confidentiality around sensitive information and terms of agreement Manage the flow of documentation within the organization and with External Project entities. Retrieve files as requested by individuals from different disciplines Creation of electronic OOI workflows. Check quality of documents and manage upcoming issues Work together with other LPP document control teams Assists in providing training and support to new project team members Identifies and escalates processing or other system issues to the Document Control Manager/Lead in a timely manner Identifies opportunities for continuous process improvement and monitors for new and emerging software solutions Issues project document numbers as required. Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the project EDMS (Aconex) systems. Ensures established turnaround timelines are met from receipt of requests into document control to completion of processing and distribution. Perform other duties as required Experience Document control experience in a construction project/site environment is highly desirable but not essential including experience in the document control function, document control systems, processes, procedures and software tools Experience working in a fast paced and startup project environment with demonstrated capability of working under tight timelines and with remote team members Knowledge of rail engineering, operations and maintenance terminology is an asset Experience in using computerized Document Management applications / Electronic Document Management Systems (EDMS); including Aconex is desirable but not essential Competencies & Skills Must have great time management skills. Highly proficient with Microsoft Office Suite Intermediate working knowledge of software such as Adobe Acrobat Quick learner with ability to familiarize with new software at pace Ability to create and maintain documentation metadata accurately and efficiently. Ability to interpret and implement process, procedures, workflows, and standards. Ability to document work tasks (work instructions). Strong written, verbal, communication and interpersonal skills. Meticulous attention to detail Ability to work with a diverse workforce Willingness to embrace change, with a drive to champion the implementation of quality / continuous improvement initiatives. Education Completion of a diploma in a related discipline or a combination of education, training, and experience in Document Management or data entry

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