Document Controls Specialist

Document Controls Specialist, Markham, Ontario

AECOM is in need of a Document Controls Specialist to join our team in Markham, Ontario for a new hybrid position.

The job incumbent will be responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving all official project documents to, from and within the company using advanced Aconex EDMS.

The Document Control Specialist is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company and external stakeholders with quality assurance measures.

 KEY RESPONSIBILITIES

·         Create and maintain Document Management Systems including library distributions and participant matrix.

·         Ensure document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.

·         Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects

·         Organize necessary filing and archiving of technical documents.

·         Configuring SharePoint systems to specified requirements.

·         Assist in the coordination of documentation processes including creating automatic business workflows through Aconex.

·         Extend SharePoint functionality with forms, web parts, and application technologies.

·         Manage and maintain templates and information on project servers.

·         Drive improvements and efficiencies in our data management systems & processes

·         Participating in other document control initiatives or data management tasks under the direction of the functional team lead

·         Construction Project Administration

·         Technical Document Control

·         Development of Corporate Standards and Documents

·         Management of Corporate Document Data Base and File Life-Cycles

·         Coordinating of RFI, RFR and Inspection Activities

·         Record management and document retention scheduling

·         Developing, and conducting internal project and process audits

·         Preparation for ISO 9001:2008 external audit

·         Developing Standard Operating Procedures including guides and templates

·         Tracking of Key Performance Indicators

·         Generating and maintaining BOMs of newly designed equipment