Role Summary:
The Document Controller is a key member of the project team, responsible for ensuring proper handling, routing, and storage of project documentation. This role requires a high degree of independence, proactive anticipation of project needs, and a strong commitment to delivering quality work with minimal oversight.
Key Responsibilities:
- Assist in setting up and maintaining project SharePoint or other document management systems.
- Ensure proper document numbering, metadata application, and version control for project documentation.
- Route documents for review and approval, track progress, and expedite responses.
- Maintain non-technical project files and support technical document management processes.
- Perform quality checks on documentation to ensure compliance with standards.
- Support document turnover and archiving at project close-out.
- Supervising the flow of information from the EPCM contractors and other service providers to the project team as well as producing required reports.
- Assisting in training and education of internal and external team members in documents management program and the associated tools for managing required processes.
- Development and implementation of document control procedures that include the job specifications regarding document control, numbering systems and other areas including project area designations.
- Assist the project team in managing all the project documents through their entire life cycle at all phases of the project.
- Assist in maintaining all project documents ensuring the most current information is available to all team members so that all parties gave the most current information.
- Adjust processes and procedure making certain an efficient flow of information exists for the purpose of monitoring progress.
Qualifications
- Post-secondary education in Business Administration, Information Management or related field.
- 5+ years of experience in document control; experience on major projects is considered an asset.
- Knowledge of document control processes and systems (SharePoint and Aconex experience considered an asset).
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); advanced Excel skills considered an asset.
- Familiarity with Oracle or similar ERP systems.
- Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
- Strong interpersonal and communication skills with a collaborative approach.
- Ability to work independently, take initiative, and maintain confidentiality.
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