Document Control Coordinator

at  EBC Inc

Our Center of Expertise and Major Projects division brings together the exceptional expertise and remarkable achievements of our Building and Civil & Mining divisions. This new entity embodies our passion for excellence in the construction and delivery of major infrastructure projects for more than 50 years. Our seasoned team of engineers, project managers and specialists continue to push boundaries and deliver projects that shape our communities and pave the way for a bright future.
We put innovation and collaboration at the heart of our achievements, always respecting the highest industry and environmental standards. Our commitment to quality and the well-being of our communities inspires us to push the boundaries every day. Our reputation for excellence and commitment will continue to shine through new projects and leave a lasting imprint on the major projects landscape across Canada.
Together, we will build a future with a majestic and lasting legacy.
Under the supervision of the Director of Project Services, the Document Controller performs various works to ensure integrated document management (IDM), preservation, protection, dissemination and research of information in accordance with policies, procedures, laws and standards governing document management, mainly for engineering documentation. The Document Controller may also be called upon to carry out similar tasks within the framework of other major projects of the company.

The responsibilities of the Document Controller include:

• Performance of various activities necessary for integrated document management (classification, filing, indexing, assembly, entry, traceability, registration, digitization, quality control, transfer, archiving, destruction, etc.) mainly for documentation (digital and paper) of the project;
• Ensuring the maintenance and application of the system of classification, inventory, indexing and conservation of data according to the procedures, policies and laws in force, and participates in its improvement;
• Analyzing, in collaboration with the document management and access to information advisor, documents containing complex and unusual problems and participates in the development of solution elements;
• Assisting employees in using the document management tools made available to them and in applying pre-established standards and procedures;
• Carrying out research, identification, and coding in order to respond to requests;
• Maintaining up-to-date knowledge of the laws and standards governing archives to stay on the lookout for new working methods and new tools in integrated document management;
• Preparing, assembling, and scanning documents as needed;
• Generating transmissions and reception of documentation to internal and external parties;

In collaboration with the document management team, the Document Controller may also:

• Carry out various follow-ups to ensure the application and compliance with the deadlines required by the laws in force, in particular the Archives Act, the Act respecting access to documents held by public bodies and the protection of personal information, etc.;
• Plan and coordinate the disposal and transfer of documents according to the current retention schedule;
• Perform all other related tasks at the request of his immediate superior.

REQUIREMENTS

• University degree in Archiving, Document Management, or Digital Information Management;
• 3-5 years of experience in document management or in the field of archives;
• Relevant experience in construction is considered an asset;
• Relevant experience in managing engineering project documents is considered an asset;
• Good knowledge of laws and standards governing archives;
• Excellent command of Microsoft Office Suite, and applicable software;
• Knowledge of BIM 360 software is an asset;
• General knowledge of engineering and project management documents.

Skills and Attitudes Required / Competencies

• Strong organizational skills with the ability to multi-task;
• Analytical mind;
• Autonomy and attention to detail;
• Demonstrates initiative, rigor, and integrity;
• Ability to act quickly and efficiently;
• Discretion and Professionalism;
• Excellent communication skills;
• Responsible and honest;
• Structured and methodical;
• Teamwork.

• Performance of various activities necessary for integrated document management (classification, filing, indexing, assembly, entry, traceability, registration, digitization, quality control, transfer, archiving, destruction, etc.) mainly for documentation (digital and paper) of the project;
• Ensuring the maintenance and application of the system of classification, inventory, indexing and conservation of data according to the procedures, policies and laws in force, and participates in its improvement;
• Analyzing, in collaboration with the document management and access to information advisor, documents containing complex and unusual problems and participates in the development of solution elements;
• Assisting employees in using the document management tools made available to them and in applying pre-established standards and procedures;
• Carrying out research, identification, and coding in order to respond to requests;
• Maintaining up-to-date knowledge of the laws and standards governing archives to stay on the lookout for new working methods and new tools in integrated document management;
• Preparing, assembling, and scanning documents as needed;
• Generating transmissions and reception of documentation to internal and external parties