Document Controller Jobs

GBA

GBA Group is a boutique development and project management firm with over 35 years of experience in both the public and private sectors, with a focus on complex infrastructure and real estate development projects. The firm has worked on several of the most iconic development projects in the National Capital region, examples including the LeBreton Flats Redevelopment, Tunney’s Pasture Redevelopment Plan, Ottawa Convention Centre – ‘Shaw Centre’, Lansdowne Park Redevelopment, and the Royal Ottawa Mental Health Centre to name a few.

GBA, in order to secure the best results for the development, brings together the very best partners in business, planning, communications, design, construction and management. With commitment to innovation, GBA works with organizations to create a solution that stands the test of time.

Summary

Reporting to the Senior Project Controls Manager, the ideal candidate will be responsible for working with Project Managers to ensure the participation of cross-functional stakeholders in furthering project goals. With excellent organizational and communication skills, the candidate will lead the document management strategy to ensure all project files are archived and accessible to the project team. The candidate will be involved in several projects where every day brings new challenges to jump into and solve, all while being a part of some of the regions most recognized developments!

This opportunity to join a fun and energetic team is a great place to learn and grow your career. GBA acts as the owner and / or client representative on its projects, and therefore works hand in hand with the client and stakeholders to ensure the project team is aligned with the vision described by the client, bringing a unique perspective to the development world. Working at GBA includes full benefits, vacation, and competitive salary, in addition to other great benefits.

Responsibilities

The following is a list of duties and responsibilities that GBA will expect of the Document Controller:

• Other Duties: GBA is a ‘all hands-on deck’ type of workplace, this means other duties, outside those typically associated with the job title, will be required to ensure success. Teamwork Makes the Dream Work!
• Leadership and Training: Onboard new team members, provide leadership, support, and training on document management;
• Multitasking: A self-starter with the ability to deadline-prioritize various tasks amongst a variety of projects;
• Managing Relationships: Develops and maintains excellent relationships with all clients and stakeholders, as well as project team members; and
• Reports: Prepares project status reports, presentations and updates various registers and issue logs for project stakeholders;
• Audit: Undertake internal audits as well as identify and lead system improvements;
• Document Control: Develop and implement document management procedures, ensure project documentation is received, tracked and monitored according to the document management plan. Maintain project files on project cloud storage sites to ensure all information is always easily accessible and up to date;
• Meetings: Coordination of required personnel and venues, preparation and issuance of meeting materials (agenda, minutes, action logs etc.) and attendance at meetings;

Qualifications

The following qualifications will be vital to this position:

• Ability to obtain federal security clearance; and
• Minimum 5 years of experience providing document control support, preferably for large projects in an engineering and/or construction environment;
• Proficient with SharePoint (or equivalent), Microsoft (MS Suite), MS Teams and Egnyte. Knowledge of Power Platforms (Power BI) would be considered an asset.
• High School Diploma or relevant work experience;
• Excellent English communication skills (written and verbal).

Assets

The following non-mandatory qualifications would be considered an asset:

• Bilingual (English and French);
• Possess, or working towards, accreditation from the Project Management Institute (CAPM or PMP).