Junior Document Control Coordinator

작업 내용

At Aecon, we’re building the future and our people are at the heart of everything we do. We’re always looking for exceptional talent to work on our exciting and ever-expanding project portfolios. We are focused on being the #1 Canadian Infrastructure Company and the first choice employer in our industry.

Position Overview

Reporting to the Manager, Document Control this entry level position will be based in the Mississauga project office and will be responsible for the processing, issuing, reproduction and filing of engineering and construction documents to ensure accuracy and timeliness across a project.

Full training will be provided for this position.

Key Responsibilities

Assist with functioning and utilization of the “SharePoint” system for the project,.

• Troubleshoot as required (liaison with IT).
• Maintain library distributions.
• Maintain a participant matrix.
• Use and update a project distribution Matrix for use in documentation communication via transmittal, memo or email in DMS systems.
  
  

Assist with a functioning and utilization of the “Aconex” system for the project/bids.

• Provide team members with guidance when required.
• Troubleshoot as required (liaison with Aconex Helpdesk).
• Maintain distribution groups.
• Maintain a participant matrix.
• Use and update a project distribution Matrix for use in documentation communication via transmittal, memo or email in DMS systems.
  
  

Metadata

• Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the DMS system in accordance with procedures and requirements for metadata for reporting/auditing.
• Manage and coordinate the metadata and the process of storage for documents into the DMS system by all internal and external parties.
  
  

Customer Support

• Assist in providing support to all project participants regarding the project document control practices This may extend to external uses such as vendors, contractors, consultants all third party and client.
• Identifying and escalating processing issues or other system issues to the project Document Control Manager in a timely manner.
• Highlighting to Document Control Management immediately if processing targets cannot be met (24 hour turnaround).
• Maintaining confidentiality of all project documentation.
• Assist in ensuring the 24-hour turnaround from receipt of requests into document control to completion of processing and distribution is achieved.
  
  

Completing administrative tasks including;

• Uploading documents to DMS system.
• WinZip
• Minutes of Meeting (Scribe and prepare).
  
  

Procedures

• Participating in other project document control initiatives or data management tasks under the direction of the project Document Control Manager or bids Document Control Manager.
  
  

Documentation

• Allocating project document/drawing numbers as required per guidance of the Document Control Manager and procedures.
• Using Aconex, assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s from the date of receipt by Aecon, through to the return of the response to the originating party Report on all overdue responses.
• Oversee the receipt, capture, control and access of all Bid documents.
  
  

And all other duties as assigned

Required Knowledge And Experience

• Post-secondary education – Bachelor’s Degree or College Diploma (preferred)
• Strong written and verbal communication skills
• Strong attention to detail
• Strong organizational skills
• Willingness to learn
• Ability to multi-task and meet deadlines in a fast paced environment
• 2 years previous document control experience in an engineering project environment or data management role (preferred)
• Experience in using electronic document management and document control system (preferred)
• Ability to understand and follow process, procedures, workflows and standards
• Experience in working within a team environment with strong focus on customer service
• Intermediate working knowledge of Microsoft Office Applications such as but not limited to:
• MS Project
• Excel
• Word
• Outlook
• Powerpoint
  
  

Intermediate working knowledge of Portable Document format software such as but not limited to;

• Adobe Acrobat
• Bluebeam
• Proficient in electronic file management eg Explorer and WinZip
• Ability and flexibility to quickly learn other software tools as required
• Ability to build relationships with the immediate and remote team members
• Previous experience in processing both design and vendor documentation (preferred)
  
  

Aecon has every intention of fostering diversity within and across our organization. We welcome those who would contribute to the further diversification of our staff including, but not limited to, women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

If you require accommodation during any step of the application process please click here.