Document Control Coordinator

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Date: Sep 19, 2024

Location: New Westminster, British Columbia, CA

Operating Sector: Major Projects West

Come Build Your Career at Aecon!

As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we can’t do it safely, we don’t do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our people. We’re always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

What is the Opportunity?

Fraser Crossing Partners, selected by the Province of British Columbia to design, build and partially finance the project, is a 50/50 joint venture between Aecon and Acciona. The new four-lane cable-stayed bridge over the Fraser River will provide network connections to New Westminster and Surrey, feature a centre safety median barrier and wider lanes to accommodate both passenger and commercial vehicles, and have dedicated walking and cycling lanes. The project also includes the construction of connecting roadways on the north and south sides of the bridge, grade separations on Highway 17, and the removal of the existing bridge once the new bridge is complete.

The Document Control Coordinator will sit out of our Agnes Street office located in New Westminster, BC, then may move to the site office located in Surrey. This is a permanent in-office position Monday to Friday.

Key Responsibilities

Document Control System

• Responsible for the functioning and utilization of the document control system for the project
• Accountable for creating and maintaining project distribution matrix
• Provides training and support to all project team members regarding appropriate document control practices – this may extend to external users such as vendors, contractors, consultants, clients and other third parties
• Identifies and escalates processing or other system issues to the Project Controls or Document Control Manager in a timely manner
• Identifies opportunities for continuous process improvement and monitors for new and emerging software solutions

Reporting

• Assist in creating/implementation and auditing of a reporting system to track all NCR’s, CAR’s, RFI’s, Change Request and other documentation deemed critical by the project from start to finish
• Assists project teams with creating and developing reports in EDMS systems
• Assists in the preparation of the end of project report
• Assists in Creation/Communication/implementation and maintenance and auditing of all required contract submittals
• Assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s through the key milestones of their lifecycle

Documentation

• Oversee the receipt, capture, control and access of all project documents
• Allocates project document/drawing numbers as required per guidance of Project Management, Project Agreement, and/or Client requirements.
• Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the EDMS 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 EDMS system by all internal and external parties
• Ensures achievement of established turnaround specifications from receipt of requests into document control to completion of processing and distribution
• Accountable for appropriate post-construction document archival / retention including as per Project Agreement specifications

Required Knowledge and Experience

• Post-secondary education either Bachelor’s Degree or College Diploma preferred, or equivalent experience
• A minimum of 2 years document control experience in a construction project/site environment
• Familiar with EDMS systems such as Sharepoint and Aconex
• Prior experience using electronic document management and document control system as well as in processing both design and vendor documentation
• Proficient in electronic file management (e.g. Explorer and WinZip)
• Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam
• Intermediate working knowledge of MS Office Applications such as: MS Project; Excel; Word, Outlook, Visio, Powerpoint
• 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

The expected pay range for this position is $60,000 - $68,000.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.