Reporting to the Regional Director, Construction, the Document Control Coordinator will join our growing, successful, collaborative Construction Group and be responsible for ensuring that documents for conventional bid-build, design-build and DBFOM construction projects are accurately developed and maintained.

To succeed in this role, you will be responsible for the following:

Safety:

• Demonstrating a commitment to a safe work environment and understanding the safety objectives of the organization and supporting these efforts in a visible manner.
• Maintaining a working knowledge of safety policies and regulations to ensure duties of self and others are performed in a safe manner.

Principal Duties and Responsibilities:

• Improve and maintain records, document control processes and procedures.
• Continuously develop, manage and maintain the WCAN Electronic Document Management System (EDMS).
• Provide leadership and support for the development and administration of SharePoint, ensuring that the system is populated with proper data in the proper file structure, and providing assistance to system users in locating information and maintaining security administration of the system.
• Act as first line of technical support for all things SharePoint (access requests, folder modification, new user license requests and sync errors)
• Liaise with Global Service desk to enhance and improve SharePoint for its user base
• Ensure that Document Management adheres to established procedures and standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) throughout all phases of the project.
• Manage basic project recordkeeping and correspondence functions including weekly reports, monthly reports, submittals, RFIs, and change documents.
• Identify opportunities and suggest processes to enhance workflows for all project participants.
• Assist in the development of documents such as, forms, drawings, specifications, approvals, templates, and related items.
• Perform regular document audits.
• Maintaining archived engineering and construction documents, including project communications, design drawings, vendor submittals, shop drawings, design review records, special studies, and other documents as required.
• Process incoming and outgoing documentation (registration, internal distribution, archiving).
• Process outgoing documentation (transmit to clients, suppliers, partners, 3rd parties, etc.)
• Make sure that controlled copies of latest approved documents and drawings are distributed internally and externally (clients, suppliers, partners, etc.).
• Ensure control and coordination of project documentation and data including tracking approvals for issuance both internally and externally (clients, suppliers, partners, etc.).
• Complete general document control activities such as photocopying, scanning, and analysis of internal and external documents to ensure compliance with project standards and document quality requirements.
• Assist in the preparation, collation, and issue of reports and registers as required Communicate and liaise with internal project teams, suppliers, partners and 3rd parties to agree on standards, systems, efficient flow of documentation, handover and close-out of project activity to ensure consistency in document control, as required.
• Monitor technical documents review and approval in accordance with agreed schedule.
• Set-up projects folders and facilitate project communication process.
• Collate, produce and submit QA documentation for clients and partners.

Education:

• Certificate, associate degree or bachelor's degree, preferably in records and document management or a related field.

Experience:

• At least 5 years of experience as a document control specialist using SharePoint or a similar document management software platform.
• A strong technical ability with cloud file storage with access points being mobile, tablet and desktop
• Experience with engineering, architectural, and construction documents (i.e., maps, drawings, technical specifications, etc.) experience is required.
• Experience with corporate documentation and processes
• Intermediate knowledge on SharePoint site administration.
• Advanced MS Office Skills with solid Excel and Word skills.

Behaviors:

• Requires excellent organizational, interpersonal, and communications skills.
• Ability to work independently while remaining highly-motivated.
• Ability to advocate for the use of SharePoint and cloud storage
• Must exhibit professional behaviors and appearance and be aware of the importance of teamwork within the assigned department.
• Ability to excel in a fast-paced and deadline driven environment, where it is important you can stay focused and carry out tasks in a timely and accurate manner.
• Ability to prioritize, manage time well, multitask, and troubleshoot.
• Strong interpersonal, communication and customer service skills are essential due to regular communication with internal and external business partners.