Document Controller

Alstom; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading mobility solutions provider is hiring a Document Control Specialist in Toronto, Canada. You will manage document control for various projects, ensuring accuracy and organization in document handling. The ideal candidate has over 5 years of experience, proficiency in Aconex and Sharepoint, and advanced Excel skills. Join us in transforming mobility with innovative solutions and a commitment to sustainability.

Qualifications

• 5+ years of professional experience in document control.
• Experience managing large volumes of data using Excel.
• Ability to interface with diverse technical levels.

Responsibilities

• Assist the Document Control Manager in document administration.
• Upload documents in Aconex; keep databases updated.
• Manage digital documents and verify metadata accuracy.

Skills

Aconex

Unifier

Sharepoint

Advanced Excel

Education

Bachelor’s degree or 2-3 year college program in Project Management or Records Information Management

Tools

Microsoft Office Suite

Job description

Req ID:499093

Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the On-Corridor Works project, and we are hiring for hundreds of roles. The GO Expansion scope : new electric locomotives, fleet upgrades, train control systems, network electrification, signalling, telecommunications and digital systems, maintenance, and much more.

Purpose of the Job

Under broad supervision of the Document Control Manager, you will be required to upload deliverables and background information to EDMS, transmit documents to the team, update internal document database, manage various document control logs/templates and provide status update on a weekly basis.

Key Responsibilities

• Assist the Document Control Manager in the day to day duties of the project’s document control administration and the operations of the segment's entity.
• Follows the approved document numbering scheme, revision sequence and file naming convention
• Uploads documents in Aconex or other project EDMS, keeps databases updated
• Initiates workflows in Aconex and reports status update on overdue workflows to the team
• Makes sure that teams follow the DMP and DCP
• Maintains and keeps updated applicable EDMS within their subsystem
• Distributes documents in accordance with the distribution matrix.
• Updates document control logs (RFI, Correspondence, EDMS Access logs, etc.).
• Manage digital documents in Aconex, Unifier, Sharepoint and AEC / DOC4A, verify accuracy of metadata.
• Ensure coordination of internal communication and control of document distribution;
• Check the codification used by the entity and subcontractors;
• Process internal document control requests, retrieve related documents from the databases;
• Ensure that the documentation control principles are respected by the team members;
• Prepare metadata sheets in Excel for bulk upload of background information;

Core competencies

• 5+ Experience with Aconex, Unifier and Sharepoint
• Advanced Excel skills and management of large volume of data (understanding of fundamental Excel formulas, uses of graphs pivot tables, general search function, filtering and sorting data, building graphs and charts)

Soft Skills

• Must be able to interface with a variety of people with different technical levels and educational backgrounds
• Must be detail-oriented and highly organized
• Must possess a “can-do” attitude, able to produce consistently accurate results and meet deadlines
• Proven accuracy, reliability and completeness in job accomplishment

Qualifications and Educational Requirements

• 5+ years of professional experience in document control;
• Bachelor’s degree or two to three year college program in Project Management or Records Information Management or combination of education, training and experience;
• Experience with Microsoft Office Suite is required.

Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?

Equal opportunity statement: Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law.