Document Control Support (Remote)

Kitimat , British Columbia, Canada

Job Reference 1238219

Location Kitimat , British Columbia, Canada

Industry Process - Mining & Metals

Function Document Control

Job Type Contract

Date Added February 7, 2024

Airswift is seeking a Document Controller to work for one of our major mining clients in a remote position with occasional and sponsored travel to Kitimat, BC. This is a term through December 31, 2024, with the possibility of being extended.

We are seeking a detail-orientated Document Control Support to join and support the Engineering & Project team in Kitimat for BC Works. The role will be responsible for the systematic management of all documents, ensuring accuracy and maintaining order within our document management system.

Responsibilities
 
  • Maintaining the accuracy of all project registers and information systems, specifically Bentley AssetWise and others used in Kitimat, in respect of Contractors' Document submissions, drawings, scope and design variations, and quality inspections.
  • Issue and track the location of all documents and drawings
  • Ensuring the timely review of Contractors' Documents &  Drawings by Project Managers and Engineering
  • Monitor compliance with document control requirements
  • Implement efficient project-related document control registers and procedures.
  • Maintaining workflows, including the receiving, classifying, management, distributing, filing, and archiving of documentation in accordance with Company’s requirements.
  • Ensuring standards for maintaining documentation within the Company’s Electronic Data Management System are adhered to.
  • Coordinating vendor documentation, drawings, transmittals, and engineering deliverables.
  • Maintaining company standards for Document Quality Assurance purposes.
  • Controlling the distribution of drawings and documentation in a timely manner.
  • Ensuring document control activities are compliant with Company’s policies, procedures, and processes.
  • Providing guidance and advice to project teams and other stakeholders on Document Control processes and compliance, as required.
  • Aid the Projects & Engineering teams in facilitating documentation handover to operations.
  • Manage document control, ensuring the distribution of project-related documents to stakeholders and maintaining company and project document registers and filing systems.
  • Works with the PMO coordinator to ensure the latest company forms, procedures, and policies are being used and are updated in the BC Works Framework SharePoint.
  • Conduct engineering audits to uphold the quality of project folders and filing systems.
  • Maintain the electronic document control register for all created or controlled version documents.
  • Maintain a depository register for all mine record documentation.
  • Working closely with project teams to fully understand business needs with the aim of ensuring the best possible information management frameworks are effectively utilized.
  • Promoting the use of correct document and information management processes and procedures and identify opportunities for improvement.
  • Providing guidance and training to staff on document and information management matters
  • Developing and maintaining effective relationships with internal and external stakeholders at various levels to ensure efficiency of information exchange and that records are appropriately captured.
  • Apply procedures for distribution, filing, collection of comments, and coordination of information flow to project documents for the project Implement by establishing and maintaining a coordinated and consistent filing system.
  • Identify different types of documents such as specifications, engineering drawings, correspondence, financial records, and project deliverables.
  • Provide accurate reporting for project documentation, correspondence, reviews, user accounts.

Qualifications
 
  • Previous Document Control work experience, ideally in a technical environment.
  • Strong working knowledge and experience of popular document management systems.
  • Intermediate to advanced computer skills. Proficient and demonstrated skills in all MS Office suites is essential.
  • Demonstrated understanding of document lifecycles and document management systems including Bentley AssetWise and SharePoint.
  • Understanding of Information, Records, and Document Control principles within a project environment
  • Ability to work with confidential information and records whilst maintaining discretion
  • Demonstrate a high attention to detail and have proven organizational and time management skills.
  • Effective written and oral communication skills.
  • Demonstrated commitment to providing a safe, supportive, and positive workplace.
  • Strong organizational skills and demonstrated effectiveness in handling multiple tasks, setting priorities, managing timeframes, and meeting deadlines under pressure.

Engagement Conditions
 
  • Remote position with site travel if required. Reimbursed Travel for any travel 100km outside Kitimat.
  • Camp accommodation if required and if 100km outside Kitimat.
  • Monday to Friday, 50 hours/week.
  • Overtime only if above 50 hours and to be approved by the Manager of Projects.
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