- Support the administration and use of designated document management systems, including SharePoint, Aconex, or other project-approved platforms.
- Assist with creating and maintaining project folders, libraries, distribution lists, participant matrices, and document registers in accordance with established procedures.
- Upload, route, distribute, and file project documents, drawings, correspondence, and transmittals under the direction of the Document Control Manager or senior document control team members.
- Assist with checking document metadata, file naming, numbering, revision status, and required fields for completeness and accuracy before processing.
- Support the receipt, capture, control, and distribution of project and bid documentation while maintaining confidentiality and version control.
- Help monitor document control inboxes, requests, and workflows to support timely processing and distribution of project information.
- Escalate processing delays, missing information, system issues, or quality concerns to the Document Control Manager or appropriate project contact in a timely manner.
- Assist with maintaining reporting tools, document registers, RFI trackers, and other logs used to monitor document status and overdue responses.
- Support proposal and project archiving activities, including organizing records and preparing documentation for closeout in accordance with project requirements.
- Provide basic support to internal project team members and, when directed, external users on document control practices and submission requirements.
- Assist with meeting administration when required, including preparing minutes, action logs, and related documentation.
- Participate in document control improvement initiatives and data management activities as assigned.
- Perform other document control and administrative duties as assigned.
Requirements
- Bachelor's Degree or College Diploma preferred, or equivalent experience.
- 1+ years of document control experience, or a recent graduate with a related post-secondary education.
- Proficient in electronic file management (e.g. Explorer and WinZip).
- Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam.
- Ability to accurately and efficiently setup, create and maintain documentation metadata.
- Ability to interpret and implement process, procedures, workflows and standards.
- Ability to document work tasks (work instructions).
- Experience working in a site / project team environment with the proven ability to build relationships with immediate and remote team members, clients, etc.
- Excellent written and verbal communication skills.
- Exceptional organizational skills, with a proven ability to meet deadlines in a fast-paced environment.
- Familiar with EDMS systems such as Aconex and/or Unifier.
Core Competencies
Demonstrates proficiency in document control practices, including electronic file management and metadata maintenance, while effectively supporting project documentation processes and team collaboration.
Highest-signal resume keywords
- Document Control Experience
- Electronic File Management
- Adobe Acrobat Proficiency
- Aconex Familiarity
- Organizational Skills
ATS Optimization Keywords
Hard Skills
- Document Metadata Management
- File Naming and Numbering
- Document Register Maintenance
- RFI Tracker Management
- Version Control
- Document Control Procedures
- Process Implementation
- Documentation Creation
- Project Archiving
- Meeting Administration
Soft Skills
- Excellent Communication Skills
- Relationship Building
- Organizational Skills
- Attention to Detail
- Time Management
Industry Keywords
- Document Management Systems
- Project Documentation
- Confidentiality
- Workflow Monitoring
- Fast-Paced Environment
Tools & Technologies
- SharePoint
- Aconex
- Adobe Acrobat
- Bluebeam
- WinZip
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