Document Controller

Overview

Manage, control, and distribute project documents ensuring accuracy and compliance.

Key Responsibilities

• document control
• version control
• sharepoint
• folder structure
• report generation
• client liaison

Tasks

Maintain and update document control systems for electrical engineering documents, drawings, and specifications. Set up folder structures on network and SharePoint drives. Collaborate closely with project teams, engineers, clients, and other stakeholders to streamline document processes and resolve document-related issues promptly. Monitors and maintains TPS Document Control email inbox and distributes the required information to the appropriate Project Admin Coordinator, Project Manager and/or clients. As a Document Controller, you will ensure the accurate handling, distribution, and storage of critical documentation in a fast-paced, technical environment. Your primary responsibility is to manage the flow of both incoming and outgoing documents — including, but not limited to, engineering drawings, electrical schematics, work packages, specifications, contracts, change management documents and compliance records. Reporting errors or developments regarding document storage to the appropriate stakeholder. Train new staff on document control procedures. Track document submission due dates and follow up with responsible parties. Retrieving and issue documents for stakeholders when requested in a timely manner. Liaises with department Project Manager, and clients as required. You will maintain version control of various documents, ensure proper approvals are obtained in a timely manner, interface with client document management systems and monitor the lifecycle of each document from creation through to archiving or disposal. This ensures that field teams, project managers, and engineers always have access to the most current and accurate information, helping prevent costly rework and safety risks. Coordinate with electrical and mechanical teams, project managers, and external stakeholders to ensure timely receipt and delivery of documents. Gathers and files relevant project documentation and other content during project closeout. Receives, compiles, and organizes information using databases, forms, files, and spreadsheets. Develop, implement, and maintain document control procedure manual. In this role, you will also support the development and implementation of document control processes that align with industry standards and project requirements. Your strong organizational skills and technical understanding will contribute to the safe, compliant, and efficient execution of projects. Liaises with engineering and other departments within TPS to follow up on deliverable timelines, and ensures documentation is received and sent out in a timely manner. Receives backorder and procurement reports and distributes them to the Project Managers and Project Admin Coordinators of the department. Maintaining the security of confidential documents and ensuring the secure destruction and disposal of sensitive documents as required, both paper & electronic. Develops templates for common document types (like checklists, FIWPs, and forms etc.). Review incoming and outgoing documents for completeness, accuracy, and compliance with project standards. Preparation and distribution of correspondence, reports, forms, presentations, applications, and other documents. Regularly provides reports on document status, progress updates, document review cycles, and distribution logs for management teams and other relevant parties. Supports Project Management Excellence (PME) committee with audits around documentation and their processes. Creates and provides manuals such as Operation & Maintenance manuals and other final project documentation as required. Performs administrative tasks for their department including document preparation, data entry, maintenance, and storage of electronic project files. Oversee incoming and outgoing documentation throughout a project’s lifecycle.

Requirements

• document control
• ms office
• procore
• aconex
• grade 12
• communication

What You Bring

Excellent communication and interpersonal skills, both written and verbal. Experience within an electrical, manufacturing or construction environment is considered an asset. 1 plus years as an active document controller. Ability to manage multiple tasks and work under tight deadlines. Familiarity with electrical engineering drawings, terms, and documentation. Supports, understands and follows compliances to ISO 9001:2015. Exceptional organizational skills and attention to detail. Advanced Knowledge of Microsoft Office (e.g., Word, PowerPoint, Excel, SharePoint, OneNote, MS Project and FoxIt, but not limited to). Grade 12 or equivalent. Post secondary an asset. Knowledge of project management methodologies. Administrative support is timely, accurate and relevant to the scope of the work. Positive and professional relationships and communications with internal and external contacts essential to performing the position’s duties are established and maintained. Understanding of Document Management Systems (Ex. Procore, Aconex, Smart Plant). Project documentation is well organized, easily accessible, and accurate. Compliance with relevant policies, procedures, standards and practices, legislation and codes meet expectations. Experience working on diverse projects that vary in scope, size, and complexity. Knowledge of the principles and practices of insurance.

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About Team Power Solutions

-The company grew from a modest operation into a North American powerhouse. -It supports clients across Canada, the U.S., South America, the Caribbean, and Libya. -Delivers custom electrical product manufacturing and integration. -Substation and generation engineering are core services. -Provides full instrumentation solutions. -Operates a state-of-the-art configuration and simulation lab. -Offers digital application expertise in machine learning, computer vision, and robotic integration. -Provides in-house training for high-voltage safety, arc-flash, substation entry, battery systems, and more. -Remanufactures and tests circuit breakers, switchgear, and related equipment to extend equipment life and ensure safety compliance.

Sector Specialisms