Document Controls Specialist

Job Description

Document Controls Specialist, Markham, Ontario

AECOM is in need of a Document Controls Specialist to join our team in Markham, Ontario for a new hybrid position.

The job incumbent will be responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving all official project documents to, from and within the company using advanced Aconex EDMS.

The Document Control Specialist is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company and external stakeholders with quality assurance measures.

KEY RESPONSIBILITIES

· Create and maintain Document Management Systems including library distributions and participant matrix.

· Ensure document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.

· Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects

· Organize necessary filing and archiving of technical documents.

· Configuring SharePoint systems to specified requirements.

· Assist in the coordination of documentation processes including creating automatic business workflows through Aconex.

· Extend SharePoint functionality with forms, web parts, and application technologies.

· Manage and maintain templates and information on project servers.

· Drive improvements and efficiencies in our data management systems & processes

· Participating in other document control initiatives or data management tasks under the direction of the functional team lead

· Construction Project Administration

· Technical Document Control

· Development of Corporate Standards and Documents

· Management of Corporate Document Data Base and File Life-Cycles

· Coordinating of RFI, RFR and Inspection Activities

· Record management and document retention scheduling

· Developing, and conducting internal project and process audits

· Preparation for ISO 9001:2008 external audit

· Developing Standard Operating Procedures including guides and templates

· Tracking of Key Performance Indicators

· Generating and maintaining BOMs of newly designed equipment

Qualifications

Minimum Requirements

· At a minimum. candidate requires BA/BS + 4 YORE or if candidate does not have this, they should have demonstrated equivalency of experience and/or education.

· Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies·

Preferred Qualifications

Experience managing in a DC team environment.

· Ability to effectively communicate with all staff at all levels, clients and external vendors.

· Ability to anticipate project needs and work independently with minimal supervision.

· Efficient and Resourceful at multitasking and initiative-taking in problem solving.

· Ability to work in a challenging environment and under pressure.

· Strong organization skills with attentive detail and professional technical writing skills.

· Advanced experience with EDMS systems including Aconex, SharePoint Online, Unifier, Oracle, Prism Contruent, BIM 360/ACC and MS Power Platform including PowerAutomate, PowerApps and PowerBI.

· Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook

• Experience with Technical Document Control Management software Aconex EDMS, Unifier, (Share Point, JD Edwards, Documentum EDMS, SAP, PrismDocs, CRM, ERP, Oracle, People Soft, ProjectWise, McLaren EDMS, Microsoft Office, AS400, Macros, Global Shop, Solid Works, FSCM, HCM, E-Fin, Proliance, e-Builder, Prolog and Micros). Familiar with POSSE and LiveLink, SPIN, and 311 Service Request Logs.

· Experience in Engineering, Construction or Owner Environment

Additional Information

About AECOM

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. Artificial intelligence will be used to support the screening, assessment, and selection of applicants for this role. Final hiring decisions are made by the hiring team.