Document Controller

What is the Opportunity?

Aecon Civil is a recognized leader in the market, backed by strong self‑perform capabilities and deep local expertise. We play a key role in building and enhancing infrastructure across Canada, the U.S., and an expanding international footprint improving everyday life through the roads, bridges, tunnels, and transit systems that connect communities. With more than a century of experience and a full suite of integrated services, Aecon is a trusted partner for delivering complex civil projects, including tunnels, transit expansions, airports, ports, highways, and large‑scale site development.

Reporting to Sr. IDD Manager, the Document Controller will be responsible for setting up and maintaining the necessary documentation ensuring compliance with any filing requirements, including checking the quality of drawings.

What You’ll Do Here:

• Assist with functioning and utilization of the “SharePoint” and “Aconex” system for the proposals and projects
• Liaise with IT to get SharePoint sites up and running
• Troubleshoot as required (liaison with IT for SharePoint).
• Troubleshoot as required (liaison with Aconex Helpdesk).
• Maintain library distributions for SharePoint and distribution groups for Aconex.
• Maintain a participant matrix.
• Use and update a project distribution Matrix for use in documentation communication via transmittal, memo or email in DMS systems.
• Provide team members with guidance when required.
• Identify opportunities for continuous process improvement and monitors for new and emerging software solutions.
• Assist in maintenance of reporting system.
• Assist with proposal and project archiving.
• Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the DMS 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 DMS system by all internal and external parties.
• Assist in providing support to all project participants regarding the project document control practices This may extend to external users such as vendors, contractors, consultants all third party and client.
• Identifying and escalating processing issues or other system issues to the project Document Control Manager in a timely manner.
• Highlighting to Document Control Management immediately if processing targets cannot be met (24-hour turnaround).
• Maintaining confidentiality of all project documentation.
• Assist in ensuring the 24-hour turnaround from receipt of requests into document control to completion of processing and distribution is achieved.
• Uploading documents to DMS system.
• Minutes of Meeting (Scribe and prepare).
• Participating in other project document control initiatives or data management tasks under the direction of the project Document Control Manager or bids Document Control Manager.
• Allocating project document/drawing numbers as required per guidance of the Document Control Manager and procedures.
• Using Aconex, assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s from the date of receipt by Aecon, through to the return of the response to the originating party Report on all overdue responses.
• Oversee the receipt, capture, control and access of all Bid documents.
• Other duties as assigned.

What You Bring to the Team:

• Post-secondary education – Bachelor’s Degree or College Diploma preferred, or equivalent experience.
• A minimum of 5 years document control experience in a construction project/site environment.
• Proficient in electronic file management (e.g. Explorer and WinZip).
• Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam.
• 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).
• Experience working in a site / project team environment with the proven ability to build relationships with immediate and remote team members, clients, etc.
• Excellent written and verbal communication skills.
• Exceptional organizational skills, with a proven ability to meet deadlines in a fast-paced environment.
• Familiar with EDMS systems such as Aconex and/or Unifier.

Reason for Vacancy: Replacement

The expected pay range for this role is: $70,000 - $80,000 per year

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.