Project Document Control Technician

NES Fircroft; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading engineering staffing provider in Calgary is seeking a Project Document Control Technician to manage document processes for projects. The role involves ensuring compliance with established document control practices and requires exceptional attention to detail and previous document control experience. Candidates must possess strong interpersonal skills and a proactive mindset. This full-time position offers a comprehensive benefits package and contracts lasting one year.

Benefits

Comprehensive benefits package

Assistance with visas and work permits

Accommodation support

Qualifications

• Legally entitled to work in Canada.
• Previous experience in a Document Control role.
• Able to work in a team environment.

Responsibilities

• Implement Document Control processes for the project.
• Generate and manage documentation reports.
• Ensure compliance with document management requirements.

Skills

Attention to detail

Interpersonal skills

Proactive thinking

Tools

Microsoft Office

Electronic Document Management System

FTP site experience

Job description

Job Title: Project Document Control Technician
Location: Calgary, AB
Schedule: Mon-Fri, 40 hours/wk
Contract Length: 1 year
Role Description
The Project Document Controller is responsible for implementing the Program's Document Control processes on a given project, ensuring that the practices followed by companys contractors, vendors and suppliers, as well as the internal team, from initial document release through to final turnover, are in conformance with established requirements.
Summary of Key Accountabilities
• Communicate Document Control related project news, decisions, issues etc. to Project team.
• Implement functional procedures and processes and plan Document Control activities in compliance with Program execution strategies.
• Support internal Document Control activities where required, including squad check and document distribution matrix processes.
• Monitor the EP's Document Control activities and responding to document requests. Monitor the activities of the EP for compliance with Document Control requirements, including performing reviews and reconciliation of EDMS’s.
• Generate regular reports for documentation uploaded / transmitted, and audit the documentation for adherence to Document Control processes.
• Resolve Document Control technical decisions and issues affecting the project.
Accountability, Tasks and Activities
Communicate Document Controls related project news, decisions, issues etc. to project team(s):
•Provide regular updates to functional lead on project status, decisions, issues/concerns etc.
• Communicate, consult and collaborate with other Document Control staff and relevant EP contractor resources.
Plans and Work Processes:
Implement functional procedures and processes and plan Document Control activities in compliance with project execution strategies.
Responsible for implementing execution planning in compliance with Project execution strategies.
Review/Manage Typical Document Control Process/Procedures:
Support the EP's Document Control activities through provision of document numbers and responding to document requests. Monitor the activities of the EP for compliance with Document Control requirements, including performing reviews and reconciliation of documents. Manage construction contractor’s documentation and support internal Document Control activities where required, including squad check and document distribution matrix processes.
• Handle all numbering requests and enter into master document register
• Perform key duties to support the Document Control efforts, which include overseeing the implementation by the EP of document management requirements
• Manage flow of records to and from all appropriate EP companies and Contractors.
• Manage the Central Mailbox for all types of submittals from both internal/external parties.
• Respond to internal & external drawing/document requests
• Handle all FTP Requests and clean-up
• Edit, log and issue documents via transmittal (DRs, EWPs, Regulatory Documents, Contractor Documents, Engineering IFA and Internal Documents)
• Mange controlled documents and revisions have been entered and filed by EP are transmitted accurately and uploaded into company’s EDMS for retention
• Responsible for uploading of EP EDMS records into EDMS
• Responsible for performing data reconciliation between EP’s EDMS and EDMS
• Assist team personnel with document retrieval from project databases
• Manage the squad check process of all internally developed controlled documents
• Create and manage internal Distribution Matrices
• Oversee time sensitive documentation requirements as outlined by pre-set schedules to ensure deadlines and requirements are met.

Reporting and Quality Monitoring:
• Generate weekly reports for Project Team on documentation
• Update Project logs
• Maintain quality control of EDMS.
• Ongoing auditing of electronic files to ensure accuracy in accordance with guidelines and procedures.
• Generate monthly reconciliation reports for all Content Server documentation.

Attributes
Demonstrate ‘one team’ behaviors and promote the objectives of the project by:
• Embracing the concept that the success of the Document Control Group is based on the success of the overall project, not an individual group. To that end, you will promote the objectives of your group while remaining supportive of the overall project objectives.
• Demonstrating through actions your support of a ‘one team’ culture.
• Developing and maintaining healthy business relationships via open and honest communication.
• Being approachable.

Manage diverse relationships by:
• Being open and receptive.
• Demonstrating organizational agility and political savvy.
• Independently coordinating and working with other members of the project team and the EP and construction contractors.

Promote and foster a collaborative and continuous learning culture by:
• Creating an environment of honesty, trust, transparency and agility.
• Practicing mutual respect and supporting a ‘no blame’ culture.
• Being agile/flexible/nimble in a changing environment.

Lead by example through:
• Self–reflection.
• Communicating effectively on an on-going basis with both peers and direct reports.
• Applying judgment to involve the right people at the right time in the right way.
• Demonstrating personal flexibility as required by the needs of the project, the program, and your peers.
• Balancing work and life.

Qualifications:
• Must be legally entitled to work in Canada.
• Previous experience in a Document Control role.
• Exceptional attention to detail.
• Able to think and act in a proactive manner.
• Excellent interpersonal skills and ability to work in team environment.
• Experience with working in an FTP site an asset.
• Previous training on an Electronic Document Management System is an asset.
• Proficient in Microsoft.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining andManufacturingsectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.