Document Control Specialist - Jobs in Ottawa

Job Description

Job DescriptionAECOM’s Architectural design practice Buildings + Places is in need of Document Controllers to join our team. This position could be based out of our Ottawa or Montreal-offices, with opportunities for hybrid work.Job Summary: 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 Oracle Aconex EDMS, ACC, BIM 360.The Document Controller is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company with quality assurance measures.Major 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 SharePoint Online and Power Automate.
• 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 systemsamp; 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
• Works under limited supervision.
• May take on several components of a project.
• Provides direction for team members.
• Plans and manages implementation and integration of new technologies.
• Troubleshoots problems of medium complexity and recommends appropriate action.
• Project size could range from low to medium complexity.
• Provides document management and project controls support which includes the receipt, inventory, audit, tracking, storage, retrieval and distribution of both classified and unclassified electronic, paper and other media project data and documents according to company policy, and proper procedures for the projects.
• Manages the set up and maintenance of document control / records management for multiple projects and Project Managers.
• Ensures that all local practices and activities comply with company policies and procedures.