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Senior Document ControllereTeam • Montreal, QC
Senior Document Controller

Senior Document Controller

eTeam • Montreal, QC
30+ days ago
Job type
  • Part-time
  • Temporary
Job description

Job Title: Senior Document Controller (Supply/Procurement)
Location: Montreal, QC (HB C)
Duration: months contract (part-time basis - hours per week)

Description:
  • Passenger rail service is a historical part of the fabric of Canada and, in certain areas, an essential service.
  • Mindful of the crucial role we play in connecting Indigenous communities and how we support the cause of reconciliation.
  • In addition, we have committed ourselves to provide a service that is accessible to all.
  • Believes that with visionary planning and wise investment, we will renew our network, while building an enhanced passenger rail system that supports key national priorities: reconciliation, accessibility, fighting climate change and encouraging economic growth.
  • The Dorval Multimodal hub is for Montreal’s and the country’s entrance, at the strategic point of convergence of many transportation networks, a multimodal, centralizing exchange hub that harmonizes new mobility flows, initiates a necessary ecological transition and promotes urban renewal for all users and citizens of today and tomorrow.
  • Team is entering a co-development (co-dev) phase of a program to design such a hub. Post co-dev, the conception-construction phase would be to start.
  • Reporting into to the Program/Project management team of the program and working in close collaboration with the project directors and managers of the program, the Documentation Senior Specialist/Controller will be dedicated to the MMM program and could potentially be supporting other major programs, playing a key role in the documentation, deliverables and correspondence management to ensure alignment with strategic goals, program objectives, and target deadlines.

Documentation management process and tools: (%)
  • With the objective to have a standardized management process and unified tool for documentation management, conduct survey across VIA Rail’s major program and departments to analyse requirements, conduct market analysis for defining the best suitable Electronic Document Management.
  • Define, maintain and revise document management process, access rules and workflows to ensure they comply with legal and regulatory requirements and program governance.
  • Ensure the Document Management System is implemented and set up in accordance with the company’s standards.
  • Implement and manage DMS (Document Management System), Aconex.
  • Apply knowledge of industry’s best practices and make the necessary recommendations to improve Program’s effectiveness.
  • Be the DMS point of contact for (key user role) the program.
  • Coordinate with IT organisation for deployment of the DMS tool that will be chosen.

Documentation management: (%)
  • Responsible for all program documentation management, including codification, versioning, recording, classification, tracking, filing and distribution in electronic and hard copy formats and other documents required by the program.
  • Manages administrative tasks including document control, filing, scanning and registration in the system selected for the program.
  • Together with the program directors, project directors and managers, define, maintain and revise deliverables documentation list, define workflows according to activities, responsibilities and program governance.
  • Administer Document Control Policies and Procedures; including all correspondence, emails, project documents, internal audits, project close out and turn over, archiving as per VIA Rail’s retention schedule.
  • Review Contractor’s Document Control Procedures and ensure they are aligned with Program requirements.
  • Build and/or upkeep training material and provide training and support to the team members to enable them to successfully use the procedure and systems.
  • Develop and conduct Document Control training for Contractor Document Controllers and Project Teams;
  • Define and maintain the Contract Requirements Document Register.
  • Ensure handover to operations after project ends.

Documentation performance: (%)
  • Define, plan and conduct internal and external audits to ensure compliance to Document Control procedure.
  • Measure compliance to deliverable schedule commitment, lead the definition of documentation delivery planning, measure and report progress, define and follow-up action plan in case of deviation, identify areas for improvement.
  • Establish, implement and follow-up KPIs to monitor program performance for documentation management.
  • Conduct regular reviews with each project directors/managers for their scope.

Language:
  • Bilingual (English & French)

Competencies:
  • Great knowledge in the use of an integrated document management system (Aconex), Sharepoint Online and Office suite (Word, Excel and Outlook).
  • Ability to handle multiple requests at once.
  • Excellent communication skills (high quality of service, courtesy, patience, communication, etc.).
  • Demonstrate autonomy, organization, attention to detail, rigor, team spirit and good judgment.
  • Experience with DMS tools (Aconex)

Education:
  • Diploma of College Studies (DCS/DEC).
  • Certificate in business as an asset.
  • years of experience in documentation control in a large project environment.
  • years of experience in using Aconex as a document controller and/or system administrator.

Non-negotiable elements:
  • Proficiency in French
  • Solid experience with Aconex and best practices in document management within the industry
  • Proven experience in implementing a project-wide document management system, in collaboration with multiple internal and external stakeholders, and in supporting project closeout, handover, and archiving activities.
  • Verifiable experience in delivering at least one construction project, including responsibilities throughout the entire lifecycle, from project initiation to final delivery.
  • Demonstrated experience in supporting design and construction projects from a document management perspective.

Top main skills:
  • Organizational skills
  • Rigor
  • Expertise in document management and systems
  • Attention to detail and strong organizational skills
  • Excellent communication and stakeholder coordination skills

Technical skills that would immediately stand out:
  • Proficiency in DMS tools and processes
  • Generate reports within the system and adapt the results to meet evolving project needs
  • Proficiency in tracking tools and office software outside the DMS

Project they will be working on:
  • Document management in Aconex related to the MMM project, which is the construction of a new intermodal train station in Dorval

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Senior Document Controller • Montreal, QC

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