Document Control/Project Admin

Evonik group; Burnaby; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Job summary

Evonik Canada Inc. is seeking a detail‑oriented Document Control and Administration professional to manage the Master Document List, ensure accurate external MDLs, and uphold document formatting standards.

You will coordinate with the Assistant Project Manager, handle action logs, and support transitions to new document control software as needed.

Qualifications

• Experience in document control and administrative processes.
• Familiarity with SharePoint and document management systems.
• Ability to manage versioning, templates, and approval workflows.

Responsibilities

• Own Master Document List (MDL) and update External MDL.
• Ensure MDLs reflect documents stored on SharePoint sites.
• Enforce folder structures, naming conventions and formatting standards.
• Route and manage redline workflows for drawings and specs using DocuSign when needed.
• Co-owner of Document Control Procedures with the APM and assist with improvements.
• Track action items in team meetings and log in Action Log; record due dates.

Skills

Document control

Administration

SharePoint

DocuSign

Tools

Adobe Acrobat

Job description

What we offer At Evonik, you’re part of a global chemical company working in many sectors that go beyond chemistry. From lipids for tomorrow’s medicines, biosurfactants for green detergents, additives for plastics recycling or membranes to help drive forward the energy transition, you’ll play an essential part in helping the world’s most essential industries succeed. Our success hinges on a diversity of ideas powered by people, not egos. Whether you’re a scientist or engineer, new to the team or established, in business, production, or anything in between – we cheer each other on. Because we believe we can do anything. Explore everything. And Be Part of Something Special! Find out more about the many benefits we offer: https://www.evonik.com/en/careers/why.html Meet the team and get to know the people behind Evonik: https://www.evonik.com/en/news/meet-the-team.html

Document Control Key Responsibilities

• Check the project mailbox daily.
• Send official notifications of document issuance to affected individuals or groups through the project mailbox.
• Notifications are to be issued within 2 business days of receiving communication of a new revision or document upload.
• Owner of the Master Document List (MDL) on both internal and external SharePoint websites.
• Assist the internal team in updating the internal Document Register/MDL.
• Solely responsible for updating the External MDL.
• Ensure content on both MDLs accurately reflects documents stored on internal and external SharePoint websites.
• Ensure folder structures are created and populated per the Document Control Procedures.
• Check the project governing documents meet formatting standards.
• Files named per Document Numbering Procedure.
• Project template and cover page applied.
• Issued documents are in .pdf format or a locked Excel sheet.
• Consistent spacing and font throughout document.
• Table of contents when deemed necessary.
• Manage redline workflows for drawings and specifications.
• When applicable, route documents for review and approval through Adobe DocuSign.
• Co-owner of Document Control Procedure, along with Assistant Project Manager (APM).
• Propose and implement changes and improvements.
• Co-owner of Communications Matrix, along with APM.
• Remove and add people as necessary.
• Propose and implement changes and improvements.
• Owner of document templates (Word, PowerPoint, Excel).
• Update as necessary.
• Propose and implement changes and improvements.
• Should the project transition to a different document control software after selecting a General Contractor, the DC/Admin will support this transition.

Administration Key Responsibilities

• Co-owner of Contact List, along with APM.
• Remove and add people as necessary.
• Track action items generated in team meetings using the Action Log (found on left sidebar of Internal SharePoint).
• The APM will be responsible for taking notes and highlighting action items in yellow.
• The DC/Admin’s responsible for entering these action items into the Action Log, assigning responsibility, and entering a due date.
• The DC/Admin will go over past-due action items at the weekly team meetings.
• Action items can be generated in JFs, team meetings, stakeholder meetings, contractor meetings, etc.
• All meeting minutes are captured in the Project Notebook (OneNote).
• Ensure changes made to the fit, form, or function of the project are tracked in the Change & Decision Log (found on left sidebar of Internal SharePoint).

Further information about Evonik as Employer can be found at www.evonik.com/en/careers.html.

Your Talent Acquisition Manager: Company is Evonik Canada Inc.

This is your opportunity to join a thriving global organization that combines cutting-edge science, technology and engineering with world-class business services to create solutions that answer real-world problems.

If you join us, we’ll expect you to take ownership of your work, team up with other great minds, and add your name to creations that make a positive difference for generations.

As one of the world leaders in specialty chemicals operating in more than 100 countries with over 32,000 employees, we need your diversity of thought to make us better. In return for your passion, initiative and creativity, you’ll enjoy opportunities to improve and to be respected for your contribution.