Document Controller

Trillium Guideway Partners; Toronto; On-site; CAD 55,000 - 90,000; Full time

Job summary

Trillium Guideway Partners is seeking a Document Controller to establish rigorous document control for the NC project on the Ontario Line. You will lead procedures, manage records, and train the project team to ensure quality and compliance.

Reporting to the Document Control Manager, you will maintain registers, support stakeholders, and drive audits and process improvements, collaborating with ACCIONA Infrastructure Canada and Amico Major Projects.

Qualifications

• Experience leading document control on large projects.
• Proficiency with DMS and CDE workflows.
• Ability to train project teams on controls and procedures.
• Strong audit and process-improvement mindset.

Responsibilities

• Develop and implement document control procedures outlining creation, review, approval, release, update, and archiving.
• Provide training to project team members on document control systems and processes.
• Offer ongoing support to project stakeholders regarding document control queries, issues, requirements, procedures, and processes.
• Participate in Working Group Meetings if needed.
• Ensure proper storage, cataloging, version control, and retrieval of project documents and records.
• Maintain accurate and up-to-date document registers, logs, and databases to track document status and history.
• Facilitate the application of quality control procedures to documents to ensure accuracy, completeness, and compliance with project requirements and standards.
• Conduct regular quality checks and reviews of documents to identify and address discrepancies.
• Audit and review document control processes regularly to identify areas for improvement and implement corrective actions.
• Collaborate with project management and stakeholders to implement best practices and streamline document control workflows.
• Facilitate effective communication and collaboration among project teams, subcontractors, consultants, and other stakeholders regarding document control requirements and procedures.
• Serve as a central point of contact for document-related inquiries, requests, and updates.
• Ensure compliance with regulatory requirements, contractual obligations, and industry standards related to document management and control.
• Maintain comprehensive documentation of all project-related documents, correspondence, and records for reference and audit purposes.
• Implement changes and updates to document control procedures and systems to optimize workflow and enhance productivity.
• Work collaboratively with other departments leads during the delivery of the project.
• Work collaboratively with the Contracting Authority during all stages of the project.
• Foster a collaborative and high-performance culture within the project controls team.

Skills

Document Management Systems

ISO 19650 principles

File Organization

Construction Documents

Tools

Unifier

SharePoint

ProjectWise

Asite

Job description

The Primary Construction Team consists of ACCIONA Infrastructure Canada Inc. (ACCIONA) and Amico Major Projects Inc. (Amico), as Trillium Guideway Partners (TGP).

What is the project?

The Ontario Line ("OL") is a fully integrated, stand-alone, rapid transit system that connects Ontario Science Centre to the Exhibition and Ontario Place grounds. The Northern Civil, Stations and Tunnel ("NC") project consists of approximately 7 kms of underground subway and elevated guideway, with stations along the segment providing connections to surface bus and streetcar routes. The NC project has been divided into two main progressive design-build contracts: (1) the Elevated Guideways and Stations Contract ("EGS") and the Pape Tunnel and Underground Station Contract ("PTUS"), with supporting Early Works.

What is the Opportunity?

The Document Controller plays a key role in establishing and leading the rigorous document control procedures essential to the smooth operation of the TGP project.

Their responsibilities include managing document-related activities, ensuring adherence to quality standards, providing training and support, conducting audits, and fostering effective communication and collaboration among project stakeholders. Reporting to the Document Control Manager, the Document Controller contributes significantly to the successful execution and delivery of the construction project while maintaining quality and compliance standards.

RESPONSIBILITIES:

• Develop and implement document control procedures and policies outlining the creation, review, approval, release, update, and archiving processes for project documents.
• Provide training to project team members on document control systems, procedures, and processes to ensure understanding and compliance.
• Offer ongoing support and assistance to project stakeholders regarding document control queries, issues, requirements, procedures, and processes.
• Participate in Working Group Meetings if needed.

Document Management

• Ensure proper storage, cataloging, version control, and retrieval of project documents and records using document management systems or software.
• Maintain accurate and up-to-date document registers, logs, and databases to track document status and history.

Quality Control

• Facilitate the application of quality control procedures to documents to ensure accuracy, completeness, and compliance with project requirements and standards.
• Conduct regular quality checks and reviews of documents to identify and address any discrepancies or inconsistencies.

Audit and Process Improvement

• Audit and review document control processes regularly to identify areas for improvement and implement corrective actions as necessary.
• Collaborate with project management and stakeholders to implement best practices and streamline document control workflows.

Communication Management

• Facilitate effective communication and collaboration among project teams, subcontractors, consultants, and other stakeholders regarding document control requirements and procedures.
• Serve as a central point of contact for document-related inquiries, requests, and updates.

Compliance and Documentation

• Ensure compliance with regulatory requirements, contractual obligations, and industry standards related to document management and control.
• Maintain comprehensive documentation of all project-related documents, correspondence, and records for reference and audit purposes.
• Implement changes and updates to document control procedures and systems to optimize workflow and enhance productivity.
• Work collaboratively with other departments leads during the delivery of the project.
• Work collaboratively with the Contracting Authority during all stages of the project.
• Foster a collaborative and high-performance culture within the project controls team.

You’ll bring to the Team (Knowledge, Skills, Competencies)

• Document Management Systems: Proficiency in platforms like Unifier, SharePoint, ProjectWise, Asite, or similar tools for document control.
• Common Data Environment CDE: Understanding of ISO 19650 principles for managing project information in a structured manner.
• File Organization: Knowledge of file naming conventions, version control, and metadata tagging.
• Construction Documents: Familiarity with construction drawings, specifications, contracts, RFIs, submittals, and as-built documentation.

Please note that only candidates that meet requirements will be contacted.

We do not accept unsolicited agency resumes.

We are committed to creating an accessible and barrier-free recruitment process and workplace. If you need any accommodation throughout the process, please email [e-mail]