Document Control Specialist

Job Description

Document Controls Lead, Burnaby, BC

AECOM is in need of a Document Controls Lead to join our team in Burnaby, BC. 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 SharePoint, Aconex or other EDMS.

The Document Controls Lead 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

• Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects
• 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.
• 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 SharePoint Online and Power Automate.
• 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
• Participate 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

Qualifications

Minimum Requirements

• At a minimum, candidate requires BA/BS + 4 Years of related experience or if candidate does not have this, they should have demonstrated equivalency of experience and/or education.
• Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies
• Experience managing in a DC team environment.

Preferred Qualifications

• Experience with EDMS systems including Unifier, Oracle Aconex, SharePoint Online, Prism Contruent, BIM 360/ACC and MS Power Platform including PowerAutomate, PowerApps and PowerBI.
• Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook)
• Experience with Technical Document Control Management software Unifier, (Share Point, JD Edwards, Documentum EDMS, Aconex EDMS, SAP, PrismDocs, CRM, ERP, Oracle, People Soft, ProjectWise, McLaren EDMS, Microsoft Office, AS400, Macros, Global Shop, Solid Works, FSCM, HCM, E-Fin, Proliance, e-Builder, Prolog and Micros). Familiar with POSSE and LiveLink, SPIN, and 311 Service Request Logs.
• 6 years of experience in Engineering, Construction or Owner Environment
• Trained internal auditor.
• Ability to effectively communicate with all staff at all levels, clients and external vendors.
• Ability to anticipate project needs and work independently with minimal supervision.
• Efficient and resourceful at multitasking and initiative-taking in problem solving.
• Ability to work in a challenging environment and under pressure.
• Strong organization skills with attentive detail and professional technical writing skills.

Additional Information

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges.

Freedom to Grow in a World of Opportunity

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.