Document Management Specialist I

Colonial Group; Vancouver; On-site; CAD 44,000 - 48,000; Full time

Job summary

RAM Consulting is seeking a Document Management Specialist to support project teams through the full lifecycle, from initiation and design through construction, commissioning, close-out and final handover in the Vancouver area.

You will maintain accurate documentation, manage EDMS and document control processes, ensure secure access to drawings and specs, and provide system training to internal and external users.

Qualifications

• Must be based in the Vancouver area and available to provide project support on an as-needed basis.
• Experience in Document Control, Project Administration, or a similar project support role.
• Experience managing project documentation, transmittals, RFIs, document logs and revision control.

Responsibilities

• Support project teams with document control activities throughout the full project lifecycle.
• Develop, maintain and ensure compliance with project document control processes and procedures.
• Create and maintain electronic project filing structures and document numbering systems, ensuring easy access to current and previous document revisions.
• Manage project documentation including drawings, technical documents, transmittals and RFIs.
• Process documentation through Electronic Document Management Systems (EDMS).
• Maintain document control logs and project-specific distribution matrices for internal and external documentation.
• Perform quality control reviews to ensure documentation meets client requirements and established procedures.
• Ensure the timely distribution of drawings, technical documentation and related requests to appropriate project stakeholders.
• Maintain electronic and hard-copy project files and ensure teams have access to the latest document revisions.
• Manage security access for document control software and project folders.
• Provide document control system training and support to internal and external users.
• Work collaboratively with internal teams, clients and external stakeholders to resolve document control issues.
• Support the development and implementation of document control systems, procedures and continuous improvement initiatives.
• Conduct investigations and root cause analysis on document control issues and recommend corrective actions.
• Prepare document status information for inclusion in monthly project progress reports.
• Support project close-out by archiving relevant documentation and assisting with final project handover.

Skills

Document control

EDMS

Transmittals & RFIs

Microsoft Office

Attention to detail

Communication skills

Education

Diploma/degree in records management or related field

Tools

EDMS software

Office 365

Job description

About the Role

RAM is looking for a Document Management Specialist to support project teams throughout the full project lifecycle, from project initiation and design through construction, commissioning, close-out and final handover.

This role will be responsible for maintaining accurate and organized project documentation, managing document control systems and processes, and ensuring project teams have timely access to current drawings, technical documents and project information.

The successful candidate will work closely with both internal and external stakeholders and play an important role in maintaining document quality, compliance and consistency across projects.

What You'll Be Working On

• Support project teams with document control activities throughout the full project lifecycle.
• Develop, maintain and ensure compliance with project document control processes and procedures.
• Create and maintain electronic project filing structures and document numbering systems, ensuring easy access to current and previous document revisions.
• Manage project documentation including drawings, technical documents, transmittals and RFIs.
• Process documentation through Electronic Document Management Systems (EDMS).
• Maintain document control logs and project-specific distribution matrices for internal and external documentation.
• Perform quality control reviews to ensure documentation meets client requirements and established procedures.
• Ensure the timely distribution of drawings, technical documentation and related requests to appropriate project stakeholders.
• Maintain electronic and hard-copy project files and ensure teams have access to the latest document revisions.
• Manage security access for document control software and project folders.
• Provide document control system training and support to internal and external users.
• Work collaboratively with internal teams, clients and external stakeholders to resolve document control issues.
• Support the development and implementation of document control systems, procedures and continuous improvement initiatives.
• Conduct investigations and root cause analysis on document control issues and recommend corrective actions.
• Prepare document status information for inclusion in monthly project progress reports.
• Support project close-out by archiving relevant documentation and assisting with final project handover.

What We're Looking For

• Must be based in the Vancouver, BC area and available to provide project support on an as-needed basis, depending on project requirements.
• Previous experience in Document Control, Project Administration, or a similar project support role.
• Experience managing project documentation, transmittals, RFIs, document logs and revision control.
• Experience working with Electronic Document Management Systems (EDMS).
• Strong understanding of document control processes, procedures, filing structures and document numbering systems.
• Experience supporting projects through design, construction, commissioning and close-out is preferred.
• Strong attention to detail with the ability to perform quality control reviews on project documentation.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills with the ability to work effectively with internal teams, clients, contractors and external stakeholders.
• Comfortable learning new systems and providing document control system support and training to users.
• Proficient with standard Microsoft Office applications and electronic filing/document management tools.

Compensation & Benefits

The estimated hourly rate for this position is $32 - $35 as of the posting date. Actual compensation within this range will be determined based on factors such as job-related skills, relevant experience, education, and training.

Please note that this range reflects base pay only and does not include the competitive bonus program or the comprehensive benefits package offered by RAM Consulting. RAM provides a strong total rewards package including extended health and dental coverage, paid vacation and sick time, statutory holidays, annual performance and salary reviews, tuition reimbursement, and career development opportunities.