Administer project document control for fleet maintenance operations, including uploading, reviewing, transmitting, distributing, archiving, and retrieving controlled documents. Maintain Aconex, SharePoint, control logs, databases, and ISO 9001 compliance. Coordinate internal reviews, prepare document packages and recurring reports, develop and present KPIs, perform quality checks, and communicate potential issues to senior management while collaborating with customers, suppliers, partners, and unionized maintenance personnel.
The Document Control Specialist will be responsible for all aspects of the document control administration for the Metrolinx’s Legacy Fleet Maintenance operations.
This individual will collaborate with the management team, customers, suppliers, partners and involved stakeholders.
Reporting to the Document Control Manager, will be accountable for uploading deliverables and background information into the document control system, convey/communicate documents to various team members, manage various control logs and update the internal document control database, and assisting with the organization and maintenance of SharePoint folders.
ResponsibilitiesCore Accountabilities:
- Ensure compliance with Document Control policies, processes and procedures
- Provide support relating to the administration of the project’s document control process including archiving
- Manage documents in Aconex and review/verify accuracy of data
- Manage official transmission to and from the customer relating to controlled documentation
- Manage all standard documents and ensure ISO9001 compliance
- Responsible to coordinate and control document distribution and internal communication
- Prepare packages and perform quality checks prior to distribution
- Process all internal document control requests and retrieve documents from the database
- Ensure follow up on internal review of documents by the business
- Ensure documentation control principles are respected by all members of the business
- Ability to develop KPI’s and present data
- Ability to take accountability for results and overall performance to headquarters and manage multiple KPIs
- Prepare senior management relating any potential complications
- Work with the team to prepare and create recurrent reports that are requested by operations or higher
- Comply with the company’s applicable policies and procedures as well as human resources’ guidelines.
- Ability to build strong rapport with the team and unionized maintenance personnel
- 3 to 5 years experience in the area of document control or a related field
- Experience with ISO9001 compliance
- Experience working with Aconex
- Experience working in SharePoint
- Must be detail-oriented and highly organized
- Diploma or degree in related field such as archive studies, library sciences, project management, business administration. Consideration will be given to education, training and overall experience
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