Document Control Lead

AECOM; Markham; Hybrid; CAD 70,000 - 105,000; Full time

Job summary

Join a forward-thinking company as a Document Controls Lead, where your expertise in document management will play a crucial role in delivering impactful projects. This position offers the chance to work in a hybrid model, collaborating with a global team of professionals dedicated to solving complex challenges in infrastructure. You will be responsible for implementing and maintaining a document control system, ensuring that all project documentation is accurate and compliant. With a commitment to innovation and sustainability, this role provides an exciting opportunity to make a tangible difference in communities around the world.

Benefits

Medical Benefits

Dental Benefits

Vision Benefits

Paid Time Off

Flexible Work Options

Employee Assistance Program

Retirement Savings Plan

Employee Stock Purchase Plan

Qualifications

• Proven experience in advanced EDMS document control.
• Strong organizational and analytical skills.
• Ability to work independently with minimal supervision.

Responsibilities

• Develop and maintain a document control system.
• Ensure compliance with company policies and procedures.
• Facilitate communication between clients, vendors, and staff.

Skills

Document Control

Communication Skills

Project Management

Problem Solving

Organizational Skills

Technical Writing

Education

Bachelor's Degree

Equivalent Experience

Tools

Oracle Aconex

SharePoint

MS Power Platform

BIM 360

Job description

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

AECOM is in need of a Document Controls Lead to join our team in Markham, ON and in our client site office in Toronto, ON. The main responsibilities are to develop, implement, and maintain a document control system to ensure accurate, up-to-date, and compliant documentation. 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 advanced Aconex EDMS.

The Document Control Manager is also responsible for 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

• Provides document management and project controls support which includes the receipt, inventory, audit, tracking, storage, retrieval and distribution of both classified and unclassified electronic, paper and other media project data and documents according to company policy, and proper procedures for the projects.

• Manages the set up and maintenance of document control / records management for multiple projects and Project Managers.

• Ensures that all local practices and activities comply with company policies and procedures.

• Create and update document control policies, procedures, and guidelines to align with regulatory requirements and industry standards.

• Ensure documents are reviewed, approved, and distributed according to established procedures.

• Maintain accurate and complete records of documents, revisions, and approvals.

• 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.

• Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects

• 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 Aconex.

• 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

• Participating 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

• Proven experience in advanced EDMS document control. At a minimum. candidate requires BA/BS + 4 YORE 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.

• 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 organizational and analytical skills with attentive detail and professional technical writing skills.

Preferred Qualifications

• Experience with EDMS systems including Oracle Aconex, Unifier, 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)

• Minimum 6 years of experience strongly preferred.

Additional Information

Offered compensation will be based on location and individual qualifications. The expected range is $70,000.00 - $105,000.00.

About AECOM

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2024. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.

ReqID: J10128725

Business Line: Geography OH

Business Group: DCS

Strategic Business Unit: Canada

Career Area: Administration

Work Location Model: Hybrid

Legal Entity: AECOM Canada Ltd