Junior Document Controller

Jobtailor; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

Jobtailor is seeking a detail-oriented Document Control Assistant to support project teams in Ontario. You will help manage project documents, metadata, version control, and compliance using SharePoint, Aconex, and related EDMS tools.

This entry-level role suits graduates or professionals with 1+ year of document control experience. You will maintain folders, registers, RFIs trackers, assist with meeting minutes, and support archive activities, while ensuring confidentiality and timely

Qualifications

• Bachelor's Degree or College Diploma preferred, or equivalent experience.
• 1+ years of document control experience, or a recent graduate with related education.
• Proficient in electronic file management (e.g. Explorer and WinZip).
• Intermediate to advanced knowledge of PDF software such as Adobe Acrobat, Bluebeam.
• Ability to accurately set up, create and maintain documentation metadata.
• Ability to interpret and implement processes, workflows and standards.
• Ability to document work tasks (work instructions).
• Experience in site/project teams with strong relationship-building.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and deadline-driven.
• Familiar with EDMS like Aconex and/or Unifier.

Responsibilities

• Support administration and use of document management systems (SharePoint, Aconex, others).
• Create and maintain project folders, libraries, distribution lists, and registers.
• Upload, route, distribute and file project documents and transmittals.
• Check metadata, naming, numbering and revision status for completeness.
• Manage receipt, capture, control and distribution of project documents with confidentiality.
• Monitor document control inboxes and workflows to ensure timely processing.
• Assist with reporting tools, RFIs, and project archiving activities.
• Provide basic support to internal and external users on submission requirements.
• Assist with meeting administration and maintain minutes/action logs.
• Participate in document control improvement and data management initiatives.
• Perform other document control and administrative duties.

Skills

Attention to Detail

Time Management

Organizational Skills

Excellent Communication

Relationship Building

EDMS Familiarity

Education

Bachelor's Degree or College Diploma

Tools

SharePoint

Aconex

Adobe Acrobat

Bluebeam

WinZip

Job description

• Support the administration and use of designated document management systems, including SharePoint, Aconex, or other project-approved platforms.


• Assist with creating and maintaining project folders, libraries, distribution lists, participant matrices, and document registers in accordance with established procedures.


• Upload, route, distribute, and file project documents, drawings, correspondence, and transmittals under the direction of the Document Control Manager or senior document control team members.


• Assist with checking document metadata, file naming, numbering, revision status, and required fields for completeness and accuracy before processing.


• Support the receipt, capture, control, and distribution of project and bid documentation while maintaining confidentiality and version control.


• Help monitor document control inboxes, requests, and workflows to support timely processing and distribution of project information.


• Escalate processing delays, missing information, system issues, or quality concerns to the Document Control Manager or appropriate project contact in a timely manner.


• Assist with maintaining reporting tools, document registers, RFI trackers, and other logs used to monitor document status and overdue responses.


• Support proposal and project archiving activities, including organizing records and preparing documentation for closeout in accordance with project requirements.


• Provide basic support to internal project team members and, when directed, external users on document control practices and submission requirements.


• Assist with meeting administration when required, including preparing minutes, action logs, and related documentation.


• Participate in document control improvement initiatives and data management activities as assigned.


• Perform other document control and administrative duties as assigned.

Requirements

• Bachelor's Degree or College Diploma preferred, or equivalent experience.


• 1+ years of document control experience, or a recent graduate with a related post-secondary education.


• Proficient in electronic file management (e.g. Explorer and WinZip).


• Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam.


• Ability to accurately and efficiently setup, create and maintain documentation metadata.


• Ability to interpret and implement process, procedures, workflows and standards.


• Ability to document work tasks (work instructions).


• Experience working in a site / project team environment with the proven ability to build relationships with immediate and remote team members, clients, etc.


• Excellent written and verbal communication skills.


• Exceptional organizational skills, with a proven ability to meet deadlines in a fast-paced environment.


• Familiar with EDMS systems such as Aconex and/or Unifier.

Core Competencies

Demonstrates proficiency in document control practices, including electronic file management and metadata maintenance, while effectively supporting project documentation processes and team collaboration.

Highest-signal resume keywords

• Document Control Experience


• Electronic File Management


• Adobe Acrobat Proficiency


• Aconex Familiarity


• Organizational Skills

ATS Optimization Keywords

Hard Skills

• Document Metadata Management


• File Naming and Numbering


• Document Register Maintenance


• RFI Tracker Management


• Version Control


• Document Control Procedures


• Process Implementation


• Documentation Creation


• Project Archiving


• Meeting Administration

Soft Skills

• Excellent Communication Skills


• Relationship Building


• Organizational Skills


• Attention to Detail


• Time Management

Industry Keywords

• Document Management Systems


• Project Documentation


• Confidentiality


• Workflow Monitoring


• Fast-Paced Environment

Tools & Technologies

• SharePoint


• Aconex


• Adobe Acrobat


• Bluebeam


• WinZip