Document Control Manager Jobs

Project management skills, including work planning, monitoring and evaluation expertise, to manage multiple projects with competing priorities and tight deadlines

Liaises with internal departments regarding operational issues or improvements, and provides subject matter expertise to management team on as required

Recommends process, standards or policy changes for continuous improvement and to advance excellence in corporate project management practices

Establishes processes, controls and measures to ensure appropriate expense allocation, cost management, and overall fiscal responsibility

Assesses and determines required workforce planning requirements to perform and maintain service levels

Leadership ability to coach, mentor and manage a team

Competitive compensation and benefits packages

Have experience in Administration or Client Services.

Health & wellbeing resources and programs

Paid vacation, personal, and sick days for work-life balance

Career growth and development opportunities

Opportunities to contribute to community causes

Create, update and maintain customer and vendor document lists and databases per project requirements and Company standards

Strong verbal and written communication skills

Motivated, pro-active, team player with excellent interpersonal skills

Minimum 2 years of experience in a similar role is preferred

Experience with processing, compiling and editing PDF documents is preferred

Experience with scheduling, using Microsoft Projects is an asset

Excellent organizational and time management skills, capable of multitasking and meeting deadlines.

Administrative Support: Provide high-level administrative support to the governance department, including calendar management, travel arrangements, expense reporting, and handling incoming inquiries.

Proven experience in an executive administrative support role, preferably within a corporate environment.

Strong writing, editing, and proofreading skills, with keen attention to detail and a high level of accuracy.

Experience with board meetings and meeting preparation is essential.

Strong interpersonal and communication abilities to interact with individuals at all levels within the organization.

Maintains, and makes improvements, and documents the company’s document control management system

Manage and facilitate an efficient Engineering Control Order system

Strong computer skills in Microsoft Word and Excel are required

Strong self-motivation and ability to work independently and in a team environment. Strong follow up, organization and prioritization skills

Knowledge of ERP or MRP software (NetSuite preferred)

Hybrid position (1-2 days in office)

Information/Business Analysis/Records Management Diploma or comparable post-secondary education and related experience.

Excellent people skills with an ability to share experience and knowledge with others is required.

Experience and/or developer knowledge of SharePoint and/or other document control systems.

Experience in the flow of a project

High level of experience with maintenance, distribution, and turnover of project records throughout the lifecycle of multiple projects.

Excellent analytical, interpretive, organizational and problem solving skills.

Understanding of concurrent engineering management and revision control processes

8 + years of document control experience in engineering and construction for oil and gas related projects

Experience with project execution in owner operator and EP environments

Thorough knowledge of engineering, supply chain, fabrication, vendor, and construction processes

Strong, proven problem solving skills

Working knowledge of document control platforms

Manage the workflow of documents throughout the document lifecycle as per the project requirements including handover and archiving;

3 – 5 years’ experience in a document control role working on large infrastructure projects;

Proficient computer skills with Microsoft Office (Outlook, Excel, Word and Power Point);

Effective multitasking and organizational skills, ability to prioritize daily tasks;

The Ideal Candidate Will Have The Following Qualifications

Working directly with project teams coordinating and transmitting deliverables to clients in a time-sensitive manner;

Basic computer skills (data input, data base, word processing)

Coordinates with Quality Control clerk in gathering engineering documents and drawings, for preparing Manufacturer’s Record Book (MRB).

Ability to prioritize tasks for maximum efficiency.

Overall Scope of the Position:

Ensures that “Document Transmittal Requests” for the Design Engineers are properly filled and dispatched.

Creates and maintains active contract job files in hard copy (and electronics as required).

Competitive compensation and benefits packages

Have 6 months -1 year related work experience

Have experience in Administration or Client Services is an asset

Health & wellbeing resources and programs

Paid vacation, personal, and sick days for work-life balance

Hybrid and flexible work arrangements

Completion of a diploma in a related discipline or a combination of education, training, and experience in Document Management

Administer access rights to document management system and maintain confidentiality around sensitive information

Knowledge of project documentation and engineering terminology

Experience in various electronic drawing file formats

Strong English written, verbal, communication and interpersonal skills.

French language skills are an advantage

Data entry into document management database ( Aconex, BIM-360, SharePoint, eBuilder)

Assist the Document Control Manager in the management of submittals, documents, as-builts, drawing design packages, DCNs, FCRs, and RFIs

Manage the intake, filing, retention, and issuance of project-related documentation to support Construction activities throughout all phases of the project

Follow and enforce GDP requirements on all documentation submissions and revisions

Manage the intake, filing, retention, and updating of drawings including AutoCAD files related to the BNA project

Conduct a periodic audit to ensure consistency and accuracy of project records as per project and contractual requirements

Three to five years planning, production and/or quality experience, with specific knowledge of program management and production control systems

Minimum three years management experience

Bachelor's degree in engineering, production planning or related field, or the equivalent combination of education and experience

Develop and maintain daily production control operational processes to meet ever-evolving business and operational requirements

Execute continuous improvement initiatives based on strategic priorities defined by the Production Control Senior Manager

Provide consultation regarding waving exception requests or intersecting project requirements

Experience working in a document management software is considered an asset.

Collaborate with internal stakeholders, including project managers, engineers, contractors, and administrative staff, to support document control needs specific to projects.

Communicate document control processes, requirements, and updates to relevant teams and individuals.

Quality Control for Authentication and Validation Requirements following APEGA’s regulation.

Customer Service Orientation: Demonstrates a customer service-oriented mindset and providing prompt, helpful, and courteous support contributes to a positive user experience.

Strong attention to detail and organizational skills, with the ability to handle a large volume of documents and maintain accuracy.

Allocates project document/drawing numbers as required per guidance of Project Management, Project Agreement, and/or Client requirements.

Post-secondary education – Bachelor’s Degree or College Diploma preferred, or equivalent experience.

Proficient in electronic file management (e.g. Explorer and WinZip).

On direction of the Document Control Manager Accountable for maintaining project distribution matrix within EDMS (Aconex).

Identifies and escalates processing or other system issues to the Document Control Manager in a timely manner.

Working with the Document Control Manager, assist with post-construction document archival / retention including as per Project Agreement specifications.

Required Education, Experience, Knowledge and Skills

Work with the Regulatory Affairs and Quality Manager to streamline the documentation process and provide proactive customer updates.

Ensure documentation is complete and meets regulatory and quality requirements.

Training and experience in quality assurance and regulatory compliance an asset.

Professionalism and strong interpersonal skills.

Effective written and verbal communication skills and the ability to adapt communication style to the audience as needed

Experience and knowledge in litigation and document management

Works effectively with Office Management in support of a culture that is positive, productive and engaging.

Supports Office team by being aware of file status, offering support as appropriate, sharing your expanding knowledge.

Takes initiative to advance knowledge and skills in use of technology.

Communicates proactively with litigation assistants/ clerks to support efficient workflow and accountability.

Scans, create files, formats and codes files within approved software for optimum lawyer or clerk usability.

·Experience working with computerized quality management / PLM systems is an asset.

·Ability to become proficient in Electronic Document Management Systems (EDMS)

·Review and approve production-related purchase requests to ensure all quality requirements are fulfilled.

·Initiate and assist in the qualification of equipment.

·Initiate and assist in the qualification of suppliers.

·Assist in data entry tasks for document and product change requests.

Effectively work with Operation Control Centre Duty Managers to work from irregular operations.

Be available to work varying shifts and ensure smooth transition to the following shifts Crew Control Manager.

3-5 years work experience with 1 year of supervisory experience.

Experience with operational recovery and conflict resolution.

Thorough knowledge of the Canadian Aviation Regulations relating to Airline Operations (Division III).

Demonstrated experience applying CARs in an operational setting.