Document Control Lead

AECOM is in need of a Document Controls Lead to join our team in Markham, ON and in our client site office in Toronto, ON. The main responsibilities are to develop, implement, and maintain a document control system to ensure accurate, up-to-date, and compliant documentation. 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 Manager is also responsible for 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

• Provides document management and project controls support which includes the receipt, inventory, audit, tracking, storage, retrieval and distribution of both classified and unclassified electronic, paper and other media project data and documents according to company policy, and proper procedures for the projects.
• Manages the set up and maintenance of document control / records management for multiple projects and Project Managers.
• Ensures that all local practices and activities comply with company policies and procedures.
• Create and update document control policies, procedures, and guidelines to align with regulatory requirements and industry standards.
•  Ensure documents are reviewed, approved, and distributed according to established procedures.
• Maintain accurate and complete records of documents, revisions, and approvals.
• 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