Job Detail

Document Control Analyst

Document control is a records management functional role for study projects. The Document Control Analyst will be responsible for determining a projects requirement for establishing control, the effective set-up and running of the document control function for the North Atlantic Project Group Sudbury Mines Team and monitor same to ensure compliance to established procedures, and is responsible for the coordination of activities, and ensure the effective delivery of document control services.

 

The incumbent will be required to assume the responsibility for the training of project team members and managing of the document control function. The incumbent must be able to adjust to different teams, and travel to various projects in the field to ensure a consistent approach is implemented. Furthermore, the incumbent will be monitoring and ensuring the effectiveness of procedures including; the coordination of communications, interfacing with remote team members and external contractors, and establishing operating procedures in a milestone-oriented environment.

 

This role will also look after miscellaneous administrative duties.

Requirements

·     Perform the document control function for the Project including the identification, classification, filing, and retrieval electronic data. High volume transactions of technical documents filing, circulation and review.

·     Implementing, coordinating and maintaining procedures for document control including communications planning, interface procedures, and coordination.

·     Establishing and maintaining relationships with Multiple project teams and team members to establish and manage document control programs and activities and to anticipate, meet and/ or exceed their information needs.  The project team has been assembled from a pool on employees and contractors, all of which with a mix of experience and exposure to the systems

·     Ability to adjust to different teams, and travel to various projects in the field to ensure a consistent approach is implemented

·     Ensure that deadlines are met and at the same time deal with conflicting priorities and the demands of project team members regarding multiple projects consecutively.

·     Set-up and configuration of document control tools, which will include the Document Management System (repository),transmittal systems and various project applications.  Ensure that procedures are followed and that every document is filed appropriately, and the right balance of workload and effort is allocated to the entire project team.

·     Training of project team members in the use of the document control procedures and tools and ensure that the project team understand the document control procedures.

·     Prepare and support creation of various documents such as project charter, project change requests, etc to assist project team.

·     Continuous improvement of existing process flow to achieve higher efficiencies and faster approvals.

·     Prepare, take minutes, finalize,coordinate attachments, post and distribute meeting minutes for variousmeetings.

·     Complete monthly leadership in thefield safety requirements

·     Operate and maintain various officeequipment.

Qualifications

·     Office Administration or TechnicalDiploma

·     5 to 7 years’ experience in documentmanagement/document control role

 

Systems:

·     Experience in the use of electronicdocument and records management systems and workflow automation tools(preferably Hummingbird DM, and DM Workflow);

·     Experience with Aconex Document ManagementSystem is an asset;

·     Ms Office – Word, Excel, Power point(Proficient)

·     Ms Visio (Proficient)

·     Adobe pro or PDF exchange (Proficient)

Location
Sudbury
Working Hours
Salary
TBN
Contact Person
Emilie Bouchard
Accommodations are available upon request for all individuals with disabilities taking part in the recruitment and selection process.