Document Controller (Aconex)

Description

• Providing a focal point of contact for the team on packages of work and support team on meetings and daily work.
• Coordinates the flow of documents between project operations, engineering disciplines, construction team, or other department groups. Incumbent is typically responsible for a small to medium-sized project.
• Plans, organizes, and implements systems for efficient document processing of all communications, supplier documents, design documents, construction documents or other internal or external documents.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. May revise system or schedule as required to ensure timely approvals and distribution. Expedites review, signature approval, and release of supplier and internally produced documents.
• Providing direction and governance of business processes on behalf of your line manager and ensuring designated projects are operating to schedule and desired documented levels of control and discipline.
• Keeps abreast of department technologies, techniques and services relevant to area of responsibility. Works with other staff members as needed to develop and improve services. Responds to changing technology environment and participates in decision making activities relating to customers’ needs.
• Provides assistance to users in capturing and locating electronic information.
• Serves as liaison between support group, home office and field personnel. Interfaces with groups inside and outside the organization.
• Ensuring consistency of document submissions in adherence to the project document control procedures.
• Ensuring that all project participants have access to the latest documents/drawings through the document management system.
• Providing “super-user” services associated with the project document management systems including folder creation and administration of starters and leavers. Ensuring that access permissions/security is correctly applied.
• Assists junior document control staff to ensure effective implementation of project-specific procedures.
• Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications. Initiates and replies to routine correspondence related to area of responsibility.
• Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
• Implements document/data management solutions with a primary focus on document control and records management. Administers data/document management applications.
• Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at time of closeout. Manages scheduled destruction of archived documents according to company and/or Client guidelines; provides assistance with document retrieval.
• Delegates and directs the work activities of project document control team.
• Carry out the Document Control function under minimal supervision. Performs a variety of document control functions for a project or department.
• Ensure that all obsolete documents shall be withdrawn and stamped Superseded if retained for record purposes.

Requirements

• Previous EPFM/CMS experience
• Ability to communicate in English as well as general office practice skills are required.
• Contributes as a team player who is deadline driven and works well with others.
• High school diploma (or equivalent) and typically 4+ years of relevant work experience, including 3+ years of prior document control experience.
• Good written and oral communication, organizational, and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
• Will have knowledge of both the work processes of document control and also the use of electronic systems used to manage documentation.
• Assignments will require a working knowledge of Electronic Document Management Systems (like Aconex, PMWeb, Primavera, etc.) is required
• Demonstrated proficiency in keyboard skills, as well as a working knowledge of MS Windows and related word processing, spreadsheet, and database software, is required.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance