Document Controller

Baffinland; Oakville; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading company in the mining sector is seeking a detail-oriented Document Controller to manage project documentation for large-scale capital projects. The role involves establishing document control systems, ensuring compliance with standards, and collaborating with multi-disciplinary teams. Ideal candidates will have a strong background in document management, particularly in mining or infrastructure projects.

Qualifications

• 5+ years of experience in document control on large-scale projects.
• Proficiency with EDMS platforms, preferably Aconex.
• Practical experience in document management roles in mining or infrastructure.

Responsibilities

• Establish and maintain a structured document control system.
• Ensure proper classification, organization, and version control of documents.
• Train and support personnel on Aconex usage and document control protocols.

Skills

Attention to detail

Organizational skills

Analytical skills

Communication skills

Interpersonal skills

Tools

Aconex

Adobe Acrobat

MS Office Suite

Job description

Mission for this Position

About Us

At Baffinland, we work and live beyond the Arctic Circle, mining iron ore at our Mary River Property, located in the Qikiqtani Region of Nunavut on Baffin Island; one of the world’s most captivating and seldom seen destinations. We are a unique company with a strong management team that has amassed specialty experience on northern mining projects through all phases of Inuit consultation, permitting, construction, and operation. Our workforce combines modern safe and sustainable mining practices with the enduring value of traditional culture, creating a work and community experience like no other. We are looking for individuals ready to share, build, and grow with our company.

We are seeking a detail-oriented and highly organized Document Controller to support a large-scale capital project. The Document Controller will manage, track, and safeguard all project documentation, ensuring effective collaboration across multi-disciplinary teams. This role requires a deep understanding of document control best practices, information management systems, and the specific demands of large-scale projects.

Main Accountabilities

• Establish and maintain a structured document control system for technical, commercial, legal, and construction-related documents throughout the project lifecycle.
• Ensure proper classification, organization, version control, and archiving of all documentation per project and corporate standards.
• Develop and enforce document control procedures and workflows aligned with internal policies and external regulatory requirements.
• Monitor document flow to ensure timely review, approval, and distribution among stakeholders.
• Administer and maintain electronic document management systems (e.g., Aconex) used by the EPCM contractor.
• Train and support Baffinland personnel on Aconex usage and document control protocols.
• Ensure BIM, EPCM, and vendor documentation meet quality formatting and project document control procedures.
• Perform routine audits to verify document accuracy, completeness, compliance with naming conventions, metadata standards, and retention policies.
• Identify discrepancies and initiate corrective actions in coordination with document originators and reviewers.
• Serve as the central contact point for all document control activities, facilitating coordination among project teams and external stakeholders.
• Track and report document status, outstanding actions, and deliverables to project leadership.
• Manage project records from creation to close-out, ensuring final documentation is archived per contractual and regulatory standards.
• Support the handover of documentation to operations teams at project completion.
• Assist with managing revisions and controlled distribution of project documentation, including drawings, procedures, RFIs, technical queries, and change notices.
• Perform ad hoc duties to support the Project Team as needed.
• Provide administrative support to the Project Executive.

Main Qualifications

• 5+ years of experience in document control on large-scale projects, preferably in mining, oil & gas, or infrastructure sectors.

• Proficiency with EDMS platforms (preferably Aconex).

• Strong attention to detail, organizational, and analytical skills.

• Ability to handle sensitive and confidential information discreetly.

• Effective communication and interpersonal skills for collaboration across teams in high-pressure environments.

• Practical experience in document management roles on major projects, ideally in mining or infrastructure.

• Understanding of Engineering, Procurement, Construction, and Commissioning documents.

• Proficiency with e-Document Management Systems, especially Aconex.

• Good working knowledge of Adobe Acrobat.

Preferred

• Excellent MS Office Suite skills.