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Document Controller
Toronto
Job No. 1128
Job Description
- (Internal Title: Document Control II)
- Perform document control activities with a goal for project information to be accurate, controlled, transmitted, managed, and archived in accordance with established policies, procedures, and project requirements
- Set up and file project documents and records into the SharePoint Electronic Document Management System (EDMS)
- Manage registrations, revision control issues, and receipt of controlled documents including external transmittals received from consultants and contractors
- Interface with the project team to coordinate the control of documentation
- Actively participate in the development and maintenance of the SharePoint Electronic Document Management System (EDMS) structure with regards to projects’ records lifecycle from reviewing, storing, updating, archiving, and distributing such records
- Monitor and check the integrity of electronic document/records management system and hardcopy filing by checking metadata, quality, user access, and retention schedule in accordance with established procedures
- Conduct quality control checks of incoming/outgoing documents/records/technical drawings, before filing and distribution to confirm appropriate controls are applied (e.g. drawing and document number, revision number, document status, review status & document type)
- Carry out requests in a timely manner for printing, scanning, and distribution of project documents such as tender documents, Issued for Bid (IFB), Issued for Construction (IFC), addenda, and building permit documentation
- Review documents and confirm approvals for official documents prior to finalizing printing and mass distribution arrangements
- Arrange for the printing, scanning, and distribution of contract documents including tender documents, issued for construction, addenda, and building permit documentation
- Support in developing, organizing, and conducting workshops and training sessions related to Document Control processes for MP staff
- Assist in the development of plans, procedures, work instructions, and guidelines specific to the MP department to ensure consistent and efficient document control processes
- Assist in the audit of the document management system that covers collecting, processing, storing, retrieving, and protecting MP records and documents, user access, and records retention schedule in accordance with established procedures
- Respond to requests for search of documents and records in a timely manner
Qualifications
- Education
- High School Diploma or General Education Development certificate or relevant work experience
- Licences or certification:
- Working towards relevant industry accreditations e.g. AIIM, CIP
- Experience:
- 5+ years experience in document management preferably in an engineering and/or construction environment
- Skills and Competencies:
- Proficiency in electronic Document Management Systems (EDMS) such as Microsoft SharePoint, ProjectWise, Aconex, or any equivalent document control software
- Proficiency in Microsoft Office
- Experience with assembling controlled documentation for programs and projects
- Intermediate knowledge of document control procedures and filing and record retention systems
- Highly organized and able to multitask and efficiently respond to changing priorities
- Strong attention to detail and problem-solving skills
- Good organizational and time-management skills; ability to meet deadlines
- Excellent communication skills, both verbal and written
- Able to work independently and as part of a team
