Document Control/Project Admin (Contract Position)

Evonik Canada Inc.; Burnaby; On-site; CAD 41,000 - 52,000; Full time

Job summary

Evonik Canada Inc. is seeking a Contract Document Control professional in Burnaby, BC, to own the Master Document List (MDL) and ensure accurate documentation across internal and external SharePoint sites.

You will manage the MDL, update the internal and external registers, and enforce file naming, formatting, and submission standards within a fast-paced, regulated environment. Strong MS Office and SharePoint skills are essential.

Qualifications

• Bachelor's degree from an accredited university, or an equivalent combination of education and experience.
• Minimum of five (5) years of experience in document control within a regulated environment.
• Five (5) to ten (10) years of progressively responsible administrative experience.
• Demonstrated knowledge of current Good Manufacturing Practices (cGMP), including experience interpreting and applying cGMP requirements related to finished dosage forms.
• Strong organizational and time-management skills, with the ability to effectively manage multiple priorities and deadlines.
• Proven analytical and problem-solving skills with a high degree of attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Access and SharePoint.
• Self-motivated and proactive, with the ability to work independently and take initiative in a fast-paced environment.

Responsibilities

• Check the project mailbox daily.
• Send official notifications of document issuance to affected individuals or groups within 2 business days of receiving communication of a new revision or document upload.
• Own the Master Document List (MDL) on 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 reflects documents stored on SharePoint sites.
• Ensure folder structures follow the Document Control Procedures.
• Check governing documents meet formatting standards.
• Name files per the Document Numbering Procedure.
• Apply project templates and cover pages as required.
• Issued documents are in .pdf or locked Excel format.
• Maintain consistent spacing and font throughout documents.
• Include a table of contents when necessary.
• Manage redline workflows for drawings and specs; route via DocuSign when applicable.
• Co-owner of Document Control Procedure with APM; propose changes.
• Co-owner of Communications Matrix with APM; adjust as needed.
• Own document templates (Word, PowerPoint, Excel).
• Update templates as necessary; support transition to new control software if needed.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Microsoft Office

SharePoint proficiency

Independent worker

Team collaboration

Education

Bachelor's degree

Tools

Word

Excel

Access

SharePoint

Job description

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).

REQUIREMENTS

• Bachelor's degree from an accredited university, or an equivalent combination of education and experience.
• Minimum of five (5) years of experience in document control within a regulated environment.
• Five (5) to ten (10) years of progressively responsible administrative experience.
• Demonstrated knowledge of current Good Manufacturing Practices (cGMP), including experience interpreting and applying cGMP requirements related to finished dosage forms.
• Strong organizational and time-management skills, with the ability to effectively manage multiple priorities and deadlines.
• Proven analytical and problem-solving skills with a high degree of attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Access and SharePoint.
• Self-motivated and proactive, with the ability to work independently and take initiative in a fast-paced environment.

This is a Contract position and it is required to be fully on-site.

• $30-$37.50 per hour (hourly wage to be determined by education, experience, knowledge, skills and abilities of applicant, internal equity, and alignment with market data)

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