Document Control/Administrative Assistant - Titan Matrix

at  Ice Western

JOB DESCRIPTION

Responsible for registering, tracking, classifying and distributing electronic and hard copy documents, this includes drawings, specifications, vendor documentation and other controlled documents as required by projects.

Responsibilities:

• Meet with the project team for preparation of technical submissions.
• Check all emails and answer customer’s query.
• Provide correct drawings and Manuals to client.
• Make submittal package and send to clients.
• Receive documents from client, save on server, archive old documents & forward all unapproved documents with comments to project manager.
• Hold meetings with clients & project manager and make a list of all remaining documents to finish the project.
• Track project documents and all related information.
• Make Manufacturing Record Book with all as built documents and place it into the unit.
• Make Rating plate (Name plate) with ETL approved logo and stick into control panel.
• Order lamacoids as per clients’ specifications.
• Keep track of all documents correspondences and transmissions.
• Maintain and update all documents.
• Receive and circulate vendor equipment drawings for approval.
• Compile and assemble supplier ICE Equipment Data Manuals.
• Control on line project data archives.
• Reporting any defects or problems with products to senior staff
• Ensuring compliance with standards and regulations
• Monitoring and reporting on all activities, processes, and procedures.
• Performing regular inspections and reviews to ensure company quality and safety policies.
• Preparing and maintaining quality management documentation.
• Check the quality of materials and products for the company as well as production procedures

QUALIFICATIONS:

• Electrical background or trade skillset is considered an asset.
• Have a diploma/degree from a Business Administration program or related experience
• Minimum 2-3 years in document control administration.
• Flexibility, adaptability and ability to work in a changing environment.
• Ability to work across and variety of projects and with diverse scopes
• Proven ability to work with multiple deadlines and multiple priorities required
• Experience in the construction and/or oil and gas industry.
• Excellent computer skills in Microsoft Office and Abode

*BENEFITS OF BEING PART OF ICE WESTERN:*

Competitive Wages: Your skills are valued, and wages are negotiable based on experience.
Health & Dental: Comprehensive coverage to keep you and your loved ones healthy.
Vision Coverage: Ensuring your well-being goes beyond the ordinary.
Paid Vacation: Take the breaks you deserve to recharge and explore.
Employee Assistance: We care about your well-being inside and outside of work.
Free Parking: Hassle-free commute, from day one.
Company Events: Building a strong team spirit through memorable experiences.
Educational Allowance: Invest in your growth; we’re invested in you.
Matching RRSP Plan: Secure your future with a strong financial foundation.
Safety First: We provide training and essential equipment to keep you safe.
Advancement Opportunities: Your career path is yours to define.
Acknowledgement of job description: I have read and understand the job description regarding my employment with ICE Western Sales Ltd

Responsibilities:

• Meet with the project team for preparation of technical submissions.
• Check all emails and answer customer’s query.
• Provide correct drawings and Manuals to client.
• Make submittal package and send to clients.
• Receive documents from client, save on server, archive old documents & forward all unapproved documents with comments to project manager.
• Hold meetings with clients & project manager and make a list of all remaining documents to finish the project.
• Track project documents and all related information.
• Make Manufacturing Record Book with all as built documents and place it into the unit.
• Make Rating plate (Name plate) with ETL approved logo and stick into control panel.
• Order lamacoids as per clients’ specifications.
• Keep track of all documents correspondences and transmissions.
• Maintain and update all documents.
• Receive and circulate vendor equipment drawings for approval.
• Compile and assemble supplier ICE Equipment Data Manuals.
• Control on line project data archives.
• Reporting any defects or problems with products to senior staff
• Ensuring compliance with standards and regulations
• Monitoring and reporting on all activities, processes, and procedures.
• Performing regular inspections and reviews to ensure company quality and safety policies.
• Preparing and maintaining quality management documentation.
• Check the quality of materials and products for the company as well as production procedure

Technology is constantly changing and so are administrative duties. However, in general, document controllers may:

• use word processing, spreadsheet, database or presentation software to prepare invoices, reports, memos, letters, financial statements and other documents
• open, sort and distribute correspondence (including faxes and electronic mail) and respond to routine inquiries
• draft correspondence and reports
• develop or maintain a records management system (including classifying and coding electronic and hardcopy files)
• research information on the Internet, prepare Intranet documents and assist in the maintenance of company websites
• operate office equipment such as fax machines, photocopiers, voice mail messaging systems and computer scanning equipment
• transcribe material from handwritten notes or digital dictation
• edit or format documents for executives
• Supervise, manage or train other staff members