Document Controller / Manager, Infrastructure | General Contractor | Toronto – Outpost Re[...]

Infrastructure contractor has an opening for a Document Controller to join their project team in Toronto. Outpost Recruitment is excited to work with our client on this full-time permanent role. Compensation: Competitive salary ($80,000 – $120,000), great benefits package, 4 weeks’ vacation, monthly public transit pass, fitness membership, training opportunities, and more.

Document Controller / Manager Role

Document Management and Coordination:

• Implement and maintain document management systems and procedures to securely store and retrieve project documentation.
• Plan, organize, direct, and control the documentation process for construction projects, ensuring accuracy and efficiency according to project scope and deliverables.
• Monitor and control revision status, ensuring current and superseded versions are correctly identified and accessible.
• Work closely with engineers, project managers, contractors, and stakeholders to distribute documents and communicate revisions efficiently.

Compliance and Quality Assurance:

• Ensure all documentation complies with company policies, industry standards, and regulatory requirements.
• Review and verify documents for completeness, format, and compliance with contract and project requirements. Address discrepancies and deviations from standards.
• Develop and implement quality control programs to maintain the accuracy and completeness of project documents.

Collaboration and Training:

• Provide orientation and training to project staff on document control processes, tools, and best practices to ensure consistency and efficiency.
• Coordinate with architects, consultants, clients, suppliers, and subcontractors to manage documentation and ensure compliance with contractual agreements.

Budget and Cost Management:

• Prepare and submit budget estimates related to document management and control processes.
• Monitor and manage documentation-related costs, ensuring efficient resource use.

Scheduling and Progress Monitoring:

• Develop documentation schedules and milestones, tracking progress against established timelines.
• Ensure timely preparation and submission of project documents, including progress reports and schedules.

Contract and Stakeholder Management:

• Prepare and manage documentation related to contracts, including revisions, changes, and additions as per Projects and Client’s Schedule of Works.
• Represent the company in document control matters and negotiate with stakeholders as needed.

Reporting and Documentation Handover:

• Generate, maintain, and report on document tracking systems, ensuring transparency and up-to-date information for project teams and management.
• Manage the process of document submittals, transmittals, and requests for information (RFIs), ensuring timely reviews and approvals.
• Prepare for project completion with detailed handover of project documents.

Procurement and Resource Management:

• Oversee the procurement of documentation-related materials and resources as needed.
• Manage the activities of document control staff and subcontractors to ensure effective documentation processes.

Experience and Requirements of Document Controller / Manager:

• Two- or Three-year College Diploma in Records Management, Construction, or a related field is required.
• Lead or supervisory experience would be a strong asset but not mandatory.
• At least 5 years of experience in document control with a large Engineering or construction firm specialized preferably in Rail, Architecture, or Construction.
• Proficiency in document management software (e.g., AutoCAD, Project SharePoint, Aconex, PM Web, Asite, Procore, ProjectWise, Autodesk Construction Cloud, Blue Beam, Power-Bi) and MS Office Suite.
• Strong understanding of engineering and construction project workflows, project scope.
• Must have the ability to read drawings, contract documentation standards and project timeline exported from MS Project and Primavera.
• Excellent organizational skills and attention to detail.
• Effective communication and interpersonal skills to effectively interact with project teams and stakeholders.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Good communication needed written and verbally.
• Good command of the English language written and verbal.

Ideal Candidate:

• Only candidates with authorization to work will be considered (Employer sponsorship is not available).

Please clearly highlight relevant work experience, project overviews and project scale ($) in your resume.