Lead Document Controller

Lead Document Controller
Contract (12 months)
Pickering, Ontario 

Job Profile Description
The Document Control Group will be responsible for managing project documents while also ensuring their accuracy, quality, integrity, maintaining adherence to record retention policies, safeguard information and providing for effective retrieval of documents and data.
Key Responsibilities

• Responsible for organizing, controlling, numbering, filing, maintaining, sorting and retrieval of electronically stored or hard copy documentation produced by project teams or departments in a timely, and efficient manner
• Populating electronic storage system with content and metadata, as well as interfacing with project teams or departments to provide support and guidance for the overall process
• Focus on managing technical and non-technical documentation and records

• Establish documentation review and revision projected timelines and sets priorities
• Track, transmit, and accurately file paper and electronic engineering documents, drawings and correspondence
• Ensure documentation remains within regulations
• Manage quality assurance records, pressure boundary records and sensitive documentation according to company requirements
• Administer the document life cycle (initiate, author, review, approve, publish, revise, retrieve, retire, archive, destruction)
• Outline and prioritize operational guidelines and deadlines for document control
• Provide project support for assessment, implementation and optimization of content management system software
• Support set up of Document Control system procedures, processes, templates and applications
• Pursue and share best practices and set priorities
• Act as focal point for documentation activities within a project team or department
• Gather and report information as appropriate
• File information and prepare it for Records Storage
• Perform routine clerical tasks including copying, data entry, distributing, faxing, answering telephones, preparing documents for issue
• Initiate appropriate action to resolve inconsistent documentation
• Compile data and generate reports
• Monitor the status of multiple documentation activities

• Client Process and Procedure management
  • Responsible for organization of client’s Process and Procedures and filing and maintenance of issued governance , Program and project documents
  • Coordinates the periodic review and revision, as required, of issued governance, Program and project documents
  • Coordinates preparation, review and approval of new issued governance, Program and project documents as identified by Client’s Program team

• Field work documents
  • Receive Vendor | Contractor Documentation from their Single Point of Contact (SPOC)
  • Distribute pre-identified reviewers and document technical SPOC
  • Monitor completion of review and turnaround
  • Make necessary alerts to Supervisors and Managers
  • Provide all collected comments to Owners document technical SPOC, including identification of missing reviews
  • Receive correlated comments from Owners document technical SPOC and provide to Vendor | Contractor Documentation SPOC
• Completed field work documents
  • Receive Vendor | Contractor Documentation from their SPOC
  • Distribute to pre-identified reviewers, Quality, and document technical SPOC for review of permanent plant record portions of the field work documents
  • Monitor completion of review and turnaround
  • Make necessary alerts to Supervisor(s) and Managers
  • Provide all rejected documents to Project Manager, including identification of each quality defect in the document and integrate all defects from Documentation team ‘Technical | Quality Oversight’ reviews, as and when these reviews are performed and result in rejection
  • Receive corrected documents from Vendor | Contractor Documentation SPOC
  • Transfer of required accepted field work documents to Owners Records, including all required meta-data for permanent storage
  • Receive the completed Project records for Client’s projects and transfer them to Owners Records for filing
  • Assign Document numbers and transfer contractual documentation

Skills and Knowledge

• Comprehensive knowledge of documentation requirements and information management systems
• Possess strong written and oral communications skills
• Flexibility in changing priorities, deadlines and  job assignments
• Identify and resolve problems within area of responsibility without specific direction
• Ability to work independently in a fast-paced, deadline driven environment
• Work well with others
• Possess effective time management skills
• Detail-oriented, dependable and trustworthy as will be required to come in contact with complex documents
• Effectively utilize computers and associated relevant software applications (e.g.; Microsoft Office, Maximo, Content Server)
• Experience working with and understanding technical drawings and documentation