Document Controller

Iconic Power Systems; Calgary; On-site; CAD 70,000 - 100,000; Full time

Job summary

Iconic Power Systems seeks a Document Controller to maintain engineering records for project-driven electrical utility work. You will manage transmittals, logs, and document distribution, coordinating with management and engineers to keep drawings and information current.

Strong communication and leadership are essential to mentor others in the team and ensure on-time delivery. The role emphasizes adherence to corporate procedures, efficient file handling, and proactive issue resolution in a

Qualifications

• Bachelor's degree or Diploma is required.
• At least six years of experience in a document management office environment.
• Advanced knowledge of engineering terminology and documentation.
• Strong computer skills including ProjectWise and Microsoft Office.
• Strong organizational and time management skills.
• Creative problem solver able to identify, analyze, and communicate potential delays and issues and options for resolution.
• Superior ability to meet tight deadlines and multi-task.
• Ability to build relationships with clients, consultants, approval authorities and utility representatives.
• Strong interpersonal, written, and verbal communication skills.
• Ability to lead, train and provide mentorship to other document controllers and drafting professionals.
• Understanding of project financial accounting and controls including change management processes and change orders.

Responsibilities

• Prepare transmittals, evaluating work procedures and Project Management.
• Ensuring the document control function is performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
• Assist in evaluating work procedures for potential process improvement.
• Ensure all internally prepared drawings are logged into the document control system, distributed, and returned by users in accordance with IPS and client procedures.
• Collaborate with Project Management to prevent issues and ensure drawings related issues are prioritized and resolved quickly to maintain schedules.
• Attend new project kick-off meetings on behalf of Document Control to relay critical information to the project team.
• Record and track internal and external distribution of documents, prepare transmittals, and ensure timely transfer of electronic files.
• Manage RFIs and distribute to appropriate departments.
• Other duties as required.
• Maintain relationships with customers, consultants, and design approvers.

Skills

Engineering terms

Organization

Problem solving

Deadline driven

Relationship building

Communication

Leadership/mentorship

Attention to details

Education

Bachelor's degree or Diploma

Tools

ProjectWise

MS Office

DMS (Document Management Systems)

CAD systems

Job description

The Document controller is responsible for maintaining engineering records and information in a project-driven environment. This document Controller is to ensure documentation in support of a wide variety of Electrical Utility Projects. The role will have knowledge of documentation packages (i.e., review packages, Information package and project turnover docs), as well as engineering & project nomenclature (i.e., Single Line Diagrams, transmittals, reference drawings, models). The Document Controller will adhere to the standards, processes, and quality control structure, as well as demonstrate a positive attitude, be a disciplined self-starter, and have superior written and oral communication skills. The Document controller needs to work closely with project management and design engineers to ensure all design/build projects are delivered on time.

Qualifications

Education

• A bachelor’s degree or Diploma.

Experience

• At least six yearsexperience in a document management office environment, including experience with computerized Document Management Systems, Computerized Drafting systems.

Skills

• Advanced knowledge of engineering terminology and documentation.
• Strong computer skills required including ProjectWise and experience with Microsoft Office applications.
• Strong organizational and time management skills.
• Creative problem solver able to identify, analyze, and communicate potential delays and issues and options for their resolution.
• Superior ability to meet tight deadlines and multi-task.
• Capacity to resolve complex issues in a timely manner.
• Ability to build relationships with clients, consultants, approval authorities and utility representatives.
• Strong interpersonal, written, and verbal communication skills.
• Ability to effectively lead, train and provide mentorship to other document controllers and drafting professionals.
• Ability to maintain customer relationships while identifying and supporting and establishing new opportunities and business lines.
• Ability to deal effectively and professionally with all staff levels within the office.
• Understanding of project financial accounting and controls including change management processes and the creation of change orders.

Personal Characteristics

• Safety - We go home safe every night.
• Integrity - Around here our word means something.
• Quality - Our quality stands on its own.
• Accountability- We provide solutions, not problems.
• Teamwork - Great people working together.
• Not afraid to approach difficult situations and dig in to find a solution.
• Self-motivated to make improvements and get tasks done on time.
• You have a calm demeanor and thrive in high-stress situations. You possess a nimble mind – You can think on your feet and resolve issues quickly.

Other

• Must have a valid driver’s license.
• Strong written and verbal communication skills

Duties

Prepare transmittals, evaluating work procedures and Project Management

• Ensuring the document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
• Assist in evaluating work procedures for potential process improvement.
• Ensure all internally prepared drawings are logged into the document control system, distributed, and returned by users in accordance with IPS and client procedures.
• Collaborate with Project Management to prevent issues and ensure that drawings related issues are prioritized and resolved quickly to maintain schedules and prevent work stoppages or downtime for construction crews.
• Attending new project kick-off meetings on behalf of Document Control to relay critical information to the project team.
• Record and track internal and external distribution of documents, prepare transmittals, and ensure the timely transfer of electronic files to and from other consultants, our project team, and various sub-contractors and vendors.
• Manage RFI’s and distribute to the appropriate departments.
• Other duties as required.

Responsibilities

• Ensuring every team member gets home safely.
• Ensuring all Iconic designs are accurate and are delivered on time and have superior quality.
• Maintaining relationships with customers, consultants, and design approvers.

Additional Information

• The above statements are intended to describe the general nature and level of work being performed by this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All staff may be required to perform duties outside of their normal responsibilities from time to time.