Document Controls Manager - GTA

Kiewit; Toronto; On-site; CAD 90,000 - 110,000; Full time

Benefits offered by this job

Comprehensive benefits package

Retirement plan with matching

Generous paid time off

Job summary

Kiewit, located in Toronto, ON, seeks a Document Control Manager to lead document control across GTA projects. You will establish flows, ensure retention compliance, and log all contract documents from bid through completion.

The role focuses on audits, training, and collaboration with design and construction teams. Base compensation aligns with market levels for a senior role, with a comprehensive benefits package and opportunities to advance within a large, diverse organization.

Qualifications

• 8+ years’ experience in document management, leadership or supervisory role in engineering/construction
• Experience assembling documentation for project close-out and handover
• EDMS experience strongly preferred; advanced document control procedures and filing knowledge
• Microsoft SharePoint, Projectwise, Aconex, Teambinder or equivalent software administrator experience
• Ability to manage multiple priorities and deadlines with strong organizational skills
• Strong attention to quality assurance and process improvement

Responsibilities

• Manage the organization and maintenance of an electronic document control and document management system
• Develop and implement procedures for receiving, logging, stamping, distributing, filing, reviewing and approving documents
• Optimize document control processes to minimize double handling and manual data entry
• Improve departmental procedures, workflows, and templates with a focus on quality
• Interface with client or partner document management systems
• Provide training to project teams on document control tools and processes
• Supervise and develop junior and intermediate document control staff
• Lead modifications to customize the document control system for project needs
• Collaborate with other disciplines to align documentation with project schedule
• Manage deadlines and communicate effectively when conflicts arise
• Participate in audits and respond to corrective action requests
• Maintain controlled drawing sets and project document files
• Assemble handover packages per project requirements

Skills

Leadership

Document control

Auditing

Training & mentoring

Multitasking

Education

Relevant post-secondary degree or diploma

Tools

EDMS

SharePoint

Projectwise

Aconex

Teambinder

Job description

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Department:Document Controls

Market:Transportation

Employment Type:Full Time

Position Overview

As a Document Control Manager, you will manage and lead the document control teams for major projects across the GTA. You will be responsible for establishing document flow and distribution for design and construction teams at the project office.

Ensure all practices and procedures meet the project document retention requirements and perform periodic audits to ensure ongoing compliance. Implement procedures to ensure the timely processing of documentation to meet the established delivery dates. Collecting and logging in of all contract documents and project documentation from bid phase through project completion. Reproducing, distributing, storing, and retrieval of documentation.

District Overview

Eastern Canada District's projects include highways, bridges, mass transit, mine site development & open pit operations, hydroelectric powerhouses, wind-power plants, dams & industrial. The serve the construction and mining industries and operates in Eastern Canada.

Location

This position is in Toronto, ON

Responsibilities

• Manage the organization and maintenance of an electronic document control and document management system
• Develop and implement specific procedures and processes for receiving and date‐stamping incoming documents, logging, distribution, filing, review, approval and distribution
• Optimize document control processes to minimize double handling of information or manual entry of data
• Actively work towards improving and/or developing departmental procedures, workflows, and templates. Demonstrate commitment to quality assurance.
• Establish the interface with any client or partner document management system(s)
• Provide training to project teams on document control tools and processes to ensure compliance with the project document control management plan
• Supervise, mentor, and develop junior and intermediate document control staff
• Lead any modifications required to customize the document control and document management system to meet project requirements.
• Collaborate with other disciplines to ensure that all documentation is processed as per the project schedule.
• Manage deadlines and ensure appropriate communication is provided (to relevant parties) when schedule conflicts arise.
• Participate in all 3rd Party / internal audits as required, being fully cognizant of appropriate plans, policies and procedures and respond effectively to requests for corrective actions.
• Maintenance of controlled drawing sets
• Establish engineering/document files in accordance with records retention standards
• Assembly and compilation of handover package(s) per project requirements.

Qualifications

• Relevant post-secondary degree or diploma is preferred.
• 8+ years’ experience in document management, preferably in a leadership or supervisory role, in an engineering and/or construction environment is an asset
• Experience with assembling documentation for project close-out and handover
• Electronic Document Management System (EDMS) experience (strongly preferred)
• Advanced knowledge of document control procedures and filing and record retention systems
• Basic understanding of standard engineering practices.
• Administrator experience with Microsoft SharePoint, Projectwise, Aconex, Teambinder or any equivalent document control software.
• Ability to work autonomously and with the ability to effectively manage multiple priorities and timelines
• Superior organizational and time-management skills; ability to meet deadlines.
• Decision and problem-solving ability.
• Proven ability to multi-task and efficiently respond to changing priorities

Other Requirements:

• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
• May work at various different locations and conditions may vary
• Openings are to fill both existing vacancies and newly created positions

Base Compensation:$90,000/yr -$110,000/yr
(Actual compensation is subject to variation due such factors as education, experience, skillset, and/or location)

We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

We believe in equal opportunity in employment practices without discriminationand complywith all laws regarding human rights in the provinces where we operate.

There’s no limit to what you’ll do at Kiewit. Whether you’re building or supporting projects that provide communities with dependable energy, safe transportation, clean water, or access to health care, the work you do will positively impact people’s lifesh for generations to come.

Here you’ll have endless opportunities to expand your expertise through on-the-job experience and internal and external training and development opportunities.

We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry.From top-tier health care programs to employee assistance programs and retirement planning, we aim to provide you with the tools you need to be successful in the areas of life that matter most to you.

Kiewit is an equal-opportunity employer, and we believe a diverse workforce is vital to the success of our business. We continue our efforts to attract, develop and retain employees from all backgrounds who are passionate about our industry.

We are committed to veteran and military hiring and will consider relevant military experience as equivalent to qualification requirements.