Document Control/Project Admin

Evonik; Burnaby; On-site; CAD 52,000 - 75,000; Full time

Job summary

Evonik Canada Inc. is seeking a meticulous Document Control Administrator to support project documentation across internal and external SharePoint sites.

You will manage the Master Document List, update the Document Register, and ensure templates and formats conform to procedures. You will co-own the Document Control Procedure with the Assistant Project Manager and coordinate notices, redline workflows, and document routing for reviews and approvals.

Responsibilities

• Check the project mailbox daily.
• Send official notifications of document issuance to affected individuals or groups through the project mailbox.
• 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.

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 Contro l

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 inte rnal 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 Procedure s .
• Check the project governing documents meet formatting standards .
• Files named per Document N umbering 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 Ac tion 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).

Company is Evonik Canada Inc.