Document Control Coordinator

Mobilinx; Mississauga; Hybrid; CAD 52,000 - 72,000; Full time

Job summary

Mobilinx seeks a Document Control Specialist to organize and protect critical project documentation, including RFIs, submittals, and drawings. You will ensure proper filing, auditing, and distribution of documents across design and construction teams.

The role demands 3–5 years of document control experience, proficiency with Microsoft Office, PDF tools (Adobe Acrobat, Bluebeam), and electronic document management systems, with strong attention to detail and teamwork.

Qualifications

• 3–5 years document control experience with designers, engineers, contractors and site teams.
• Experience with Microsoft Office Suite is required.
• Experience with Excel macros, automation, and data extraction is essential.
• Experience with PDF software (Adobe Acrobat and Bluebeam) is required.
• Experience with Electronic Document Management systems is required.
• Complete understanding of construction documents.

Responsibilities

• Protect confidentiality of sensitive information per procedures.
• Organize and maintain documentation: RFIs, Submittals, NCRs, drawings.
• Assist with verification, registration, filing and control of incoming/outgoing docs.
• Review doc management processes for improvements and efficiencies.
• Establish, track and be accountable for document workflows.
• Upload drawings, specifications and technical docs.
• Interface with project team to manage documentation control.
• Assist in audit verification to keep project files current and labeled.
• Print, bind, and distribute documentation as required.
• Transmit/record/document emails and docs per procedures.
• Maintain records of transmittals and prepare outgoing transmittals.
• Assist in developing training plans and documentation procedures.
• Input data into project database and perform word-processing tasks.
• Assist in maintaining a RASCI matrix and training project users.
• Provide support to all participants with document control practices.
• Perform other clerical duties as assigned.

Tools

Microsoft Office Suite

Excel macros

Adobe Acrobat

Bluebeam Revu

Job description

Role and General Responsibilities

• Ensure that the confidentiality of sensitive information is protected and handled according to procedures/instructions
• Organize and maintain all documentation pertaining to the project; including RFIs, Submittals, NCRs, drawings, etc.
• Assist with verification, registration, filing and control of incoming and outgoing documentation
• Review document management processes and propose any improvements and efficiencies
• Establish, track and be fully accountable for document workflows
• Upload drawings, specifications and technical documents
• Interface with the project team to maintain the control of documentation
• Assist in audit verification of documentation to ensure project files are current and labelled correctly
• Print, Duplicate, bind, and distribute documentation as required
• Transmit, receive, record and distribute e-mail correspondence and documentation according to established procedures
• Maintain records of incoming document transmittals and prepare outgoing transmittals and packages
• Assist in Creation/Communication/implementation and maintenance and document control reporting
• Perform project database input and word-processing functions
• Assist in developing training plans/process for documentation
• Assist in maintaining a project RASCI (distribution) Matrix
• Providing support to all project participants including external parties with document control practices for project documentation
• Assist in Individual or training project users as with the procedures and Electronic Document Management Systems.
• Perform other clerical duties as assigned

Qualifications and Education Requirements

• 3-5 years Document control Experience working with Designers, Engineers, Construction Contractors, Subcontractors, Third Parties and Site documentation.
• Experience with all Microsoft Office Suite software is required.
• Experience with Excel micro and macro, automating and pulling data is essential.
• Experience with PDF software (Adobe and Bluebeam) is required.
• Experience with Electronic Document Management systems is required
• Experience working with many file types
• Complete understanding of construction documents

Preferred Skills

• Excellent interpersonal communication skills
• Ability to work individually or as part of a team
• Strong Attention to details
• Ability to multi-task and meet deadlines in a fast-paced environment
• Ability to interpret and implement processes, procedures, workflows and standards
• Ability and flexibility to quickly learn other software tools as required
• Ability to document work tasks (work instructions)
• Experience in one-on-one, and group training