Project Data Management Coordinator (Document Controller)

Job Title: Project Data Management Coordinator (Document Controller)
Duration: month initial contract
Location: Montreal, QC
Work Schedule: Minimum days in office per week ( days in office and remote day required for project engagement)
Note: Bilingual – English & French (Spanish is nice to have)

About the Role

We are looking for a PDM Coordinator (Document Controller) to provide and ensure a proficient, effective, timely, and quality document management and control service throughout the Project’s lifecycle, across dispersed teams, time-zones, and geographies, whilst being based in Montreal. This role is part of an exciting central function, supporting the Projects Portfolio in Canada.

This role is a great opportunity for a team player who has great stakeholder engagement skills, team leadership experience, and a strong understanding of Document Control processes. The successful candidate will also be involved in project set up, contractor engagement and onboarding, and implementing ongoing process improvements.

What You'll Bring

• A commitment to the safety of yourself and your team.
• Substantial experience in a document control role working on large projects (minimum years).
• Experience in engineering and construction projects.
• Previous experience in managing small to medium document control teams.
• Excellent collaboration and engagement skills dealing with stakeholder groups and team members.
• Previous exposure in installing and managing Document Control systems and processes.
• Previous experience in project set-up and contract/project close-out and handover.
• Previous experience in managing suppliers, contractors, and/or vendor teams.
• Ability to oversee, manage, and report on the team's workload.
• Ability to excel in a fast-paced work environment.

It Will Also Be Beneficial If You Have

• Document Control experience across the project lifecycle, from Order of Magnitude study to handover and close-out.
• Experience working at or supporting projects on site.
• Prior experience with InEight Document and SharePoint.

Key Responsibilities

• Provide and ensure a proficient, effective, timely, and quality document management and control service throughout the project lifecycle.
• Quality control and verification of project deliverables from contractors and ESPs.
• Training and technical support for internal and external stakeholders.
• Participation in coordination meetings and communication follow-up.
• Reporting and data cleansing, in collaboration with the PDM Lead.
• Follow-up on pending project deliverables and RFI documentation.
• Utilize SharePoint, InEight, and MS Office systems.
• Onboard new starters, coach, and buddy up to ensure the ongoing development of DCs.
• Train DCs on internal PDM processes.
• Produce and distribute weekly expediting reports.
• Escalate issues not resolved within hours to the Lead.
• Conduct fortnightly contractor check-ins.
• Review CDS with each contractor monthly.
• Maintain the distribution matrix monthly.
• Attend project meetings as per project cadence and engage regularly face-to-face with project peers.
• Conduct ongoing user system training (InEight, SharePoint).
• Deliver the plan for project setup and handover planning requirements as defined by the Lead.
• Role model stakeholder responsiveness (≤ hours).
• Actively participate in improvement idea generation and the implementation of continuous improvement (CI) initiatives.
• Streamline InEight and SharePoint access requests.

Additional Information

• Full-time role ( hours per week) focused on supporting ongoing project documentation and document control activities.
• Required to work in the office at least days per week to engage with project teams, with remote workday.