Document Control Supervisor

PCL Constructors; Montreal; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading construction firm in Montreal seeks a Document Control Coordinator responsible for managing project documentation, ensuring accuracy, and preparing turnover materials. Candidates should have a high school diploma, 5 years of relevant experience, and strong communication, problem-solving, and organizational skills. Proficiency with documentation technologies like Aconex is preferred.

Qualifications

• 5 years of progressive experience as a document control coordinator in the construction industry.
• Basic knowledge of construction processes and technology, including drawings and specifications.

Responsibilities

• Reads project contracts and identifies unique requirements related to document management.
• Leads the preparation of project turnover materials including operations and maintenance manuals.
• Creates an audit process for each project to ensure document discrepancies are identified.
• Mentors and coaches entry level document control professionals.

Skills

Communication skills

Organizational skills

Problem-solving skills

Detail orientation

Stakeholder relationship management

Education

High school diploma

Postsecondary degree or diploma in office administration

Tools

Aconex

PCL document tracking systems

Job description

Responsibilities

• Reads project contracts and identifies unique requirements related to document management and submissions, identifies the applicable standard work processes required for the project scope, and develops project-specific work processes where necessary.
• Monitors and assesses accuracy, validity, and integrity of data entered into PCL document tracking systems (Document Log, RFI Log, Letter Log, etc.). Provides feedback on inconsistencies and discrepancies to project drawing / document control coordinator and / or project team.
• Assists with project setup, including setup of project system accesses, documentation of contract-specific requirements and work processes in the project execution plan (PEP), initial population of project master document register, and the document distribution matrix.
• Leads the preparation of project turnover materials including the generation of operations and maintenance manuals, assembly of all documents, and the organization and presentation of the materials.
• Creates an audit process for each project to ensure that document discrepancies are identified in a timely manner.
• Instructs and trains drawing / document control coordinators in the appropriate practices and procedures, as well as on software and web-based systems related to the document management function.
• Evaluates document management work processes and products to ensure that organizational goals are achieved. Designs and implements solutions to address issues with project document management.
• Mentors and coaches entry level document control professionals.
• Develops and maintains strong customer-focused relationships with all stakeholders.

Qualifications

• High school diploma required. Postsecondary degree or diploma or certificate in office administration program considered an asset.
• 5 years of progressive experience as a document control coordinator in the construction industry.
• Excellent verbal and written communication skills.
• Basic knowledge of construction processes and technology, including drawings and specifications, building material, and required standards applicable to the discipline.
• Strong computer skills and ability to quickly learn PCL and client-specific software, working knowledge of Aconex (would be an asset to have).
• Ability to perform moderately complex tasks with a high level of accuracy.
• Ability to proactively recognize problems and provide solutions.
• Strong organizational skills and high level of detail orientation required to maintain all necessary documentation and meet deadlines and requirements.
• Ability to establish and maintain effective stakeholder relationships internally and externally.