Document Control Coordinator

Overview

Come Build Your Career at Aecon! As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

• Safety Always. Our number one core value. If we can’t do it safely, we don’t do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

What is the Opportunity?

Aecon Civil is a market leader with a self-perform competitive advantage and core local strength in key markets. We’re proud of our work helping to expand and improve Canada’s infrastructure and transportation networks, and we’re ready to build the future of our country.

We are currently seeking a Document Control Coordinator to join our civil east team. This position is based in Canada and can be performed from our Toronto, Montreal, or Vancouver office.

What You’ll Do Here

• Responsible for the functioning and utilization of the document control system for the project
• Accountable for creating and maintaining project distribution matrix
• Provides training and support to all project team members regarding appropriate document control practices – this may extend to external users such as vendors, contractors, consultants, clients and other third parties
• Identifies and escalates processing or other system issues to the Project Controls or Document Control Manager in a timely manner
• Identifies opportunities for continuous process improvement and monitors for new and emerging software solutions
• Assist in creating/implementation and auditing of a reporting system to track all NCR’s, CAR’s, RFI’s, Change Request and other documentation deemed critical by the project from start to finish
• Assists project teams with creating and developing reports in EDMS systems
• Assists in the preparation of the end of project report
• Assists in Creation/Communication/implementation and maintenance and auditing of all required contract submittals
• Assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s through the key milestones of their lifecycle
• Oversee the receipt, capture, control and access of all project documents
• Allocates project document/drawing numbers as required per guidance of Project Management, Project Agreement, and/or Client requirements
• Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the EDMS system in accordance with procedures and requirements for metadata for reporting/auditing
• Manage and coordinate the metadata and the process of storage for documents into the EDMS system by all internal and external parties
• Ensures achievement of established turnaround specifications from receipt of requests into document control to completion of processing and distribution
• Accountable for appropriate post-construction document archival / retention including as per Project Agreement specifications

What You Bring To The Team

• Post-secondary education – bachelor’s degree or College Diploma preferred, or equivalent experience
• A minimum of 1 to 5 years document control experience in a construction project/site environment
• Prior experience working with ACONEX preferred
• Prior experience using electronic document management and document control system as well as in processing both design and vendor documentation
• Proficient in electronic file management (e.g., Explorer and WinZip)
• Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam
• Intermediate working knowledge of MS Office Applications such as: MS Project; Excel; Word, Outlook, Visio, Powerpoint
• Ability to accurately and efficiently setup, create and maintain documentation metadata
• Ability to interpret and implement process, procedures, workflows and standards
• Ability to document work tasks (work instructions)
• Good written and verbal communication skills in French and English preferred
• Organizational skills, with a proven ability to meet deadlines in a fast-paced environment

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

Other

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Construction