Reporting to the QA/QC Manager, the Document Control Administrator is responsible for managing external documents and drawings received from clients throughout construction projects. This role will also oversee the control of Operating Procedures and associated forms released by internal Process Owners, ensuring these documents are accessible and utilized as reference and training tools for all employees.

KEY ACCOUNTABILITIES (INCLUDED, BUT NOT LIMITED TO):

• Receive, review, and organize external documents and drawings from clients.
• Ensure that all incoming documents are logged, tracked and distributed to relevant project teams.
• Maintain an up-to-date document control system to facilitate easy retrieval and reference.
• Revise the transmittal process for a detailed naming convention which relates to both the receiver and Makloc
• Internal file system to use key words for separation and easy navigation of folders.
• Creation of a procedure for overdue document follow-ups alongside the IT Manager
• Collaborate with QA/QC Manager to establish and maintain document control standards
• Assist in the development and implementation of quality management procedures related to document control.
• Ensure compliance with industry standards and company policies regarding document management.
• Ensure all IFC files are transmitted to the client
• Manage the release and revision of operating procedures and forms from internal process owners
• Ensure that all controlled documents are current and accessible to employees.
• Maintain a centralized database of Operating Procedures for training and reference purposes
• Act as a point of contact for document-related inquiries from staff and project teams.
• Monthly, review the progress of Document Change Orders (DCO) and highlight the DCO that are still open and behind schedule for release and training.
• Generate reports on document control activities and compliance as requested by the QA/QC Manager.
• General Administrative Duties

JOB REQUIREMENTS

• A post secondary diploma and/or degree in Business or a related field; Project Management would be considered an asset
• Minimum 3 Years related work experience in Document Control and Administrative support; Project Coordination would be considered an asset
• Construction and/or Engineering experience preferred, with a focus on managing project documentation
• Familiarity with software used for document control and tracking
• Awareness of QA/QC Standards and procedures in construction
• Regulatory Compliance: Understanding industry regulations and compliance standards relevant to construction projects
• Technical Documentation: Ability to interpret and manage technical drawings and specifications from clients.
• Strong computer skills (word, excel, project and a general understanding of operating miscellaneous programs)

SKILLS & COMPETENCIES:

• Organizational Skills: Ability to manage multiple documents and prioritize tasks effectively.
• Attention to Detail: High level of accuracy in document handling and data entry.
• Communication Skills: Strong verbal and written communication for effective collaboration with team members and stakeholders.
• Technical Proficiency: Familiarity with document management software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Analytical Skills: Capability to analyze document control processes and identify areas for improvement.

Please refer the Job description for details