Document Control Administrator

Come help build the future, where our work makes the world work!

Summary

The Document Control Administrator is responsible for data entry tasks along with organizing and maintaining all project documentation to ensure accuracy, compliance, and efficient information flow across all project stakeholders. This role is critical for minimizing errors and preventing revision conflicts during project execution.

Key Responsibilities

• Maintain the electronic document control system for various clients (e.g., SharePoint, Aconex, Procore, etc.).
• Perform activities necessary for integrated document management, including classification, indexing, filing, digitization, and quality control.
• Implement and enforce document control procedures, including version control, revision tracking, and standard naming conventions.
• Maintain an accurate document register and logs to track the status of all deliverables.
• Prepare technical reports related to materials testing (concrete, asphalt testing results, and aggregate compaction reports) and  engineering inspections
• Organize and ensure easy retrieval of all material testing data for quality assurance and project auditing purposes.
• Verify that all material test reports contain necessary approvals and comply with project specifications (e.g., OPSS or municipal standards).

• Distribution and Workflow:
  • Prepare report in a timely manner
  • Monitor documents throughout the review and approval processes to prevent project delays.
• Quality Assurance and Compliance:
  • Conduct quality checks on all documentation to ensure accuracy, completeness, and adherence to established formats, project standards, and regulatory requirements.
  • Assist in conducting document audits to ensure compliance with document management processes.

POSITION REQUIREMENTS

• Post-secondary education in Business Administration, Office Administration, Engineering Technology, Construction Management, or a related field.

• Minimum 2 years of experience in document control, project administration, quality control administration, or a similar role within the construction, engineering, or infrastructure industry.

• Strong working knowledge of document management systems such as SharePoint, Aconex, Procore, Bluebeam, or similar platforms.

• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.

• Excellent attention to detail with the ability to maintain accurate records and identify discrepancies in documentation.

• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Effective written and verbal communication skills with the ability to work collaboratively with project teams, clients, consultants, and subcontractors.

• Ability to handle confidential information with professionalism and discretion.

• Experience with materials testing reports, quality assurance documentation, or construction project documentation is considered an asset.

• Familiarity with OPSS, municipal standards, and construction quality management processes is an asset.

• Perform other duties as instructed.

WHAT WE OFFER

• Expected Base Salary: $19.00 - $22.00 per year. The actual base salary will depend on several factors including experience, qualifications, internal equity, work location and market expectations.

• Career growth and advancement opportunities.

Disclaimers

Artificial Intelligence (AI) Disclosure: We may use AI-enabled tools to support certain aspects of our recruitment process, including application screening and recruitment administration. AI-generated insights or recommendations are used to assist our hiring teams and are not the sole basis for employment decisions. All hiring decisions are reviewed and made by human decision-makers.

Vacancy Status: This posting is for an existing job vacancy.

GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners directly engaged by our Human Resources team for specific searches. Unsolicited submissions will not be eligible for placement fees.

We thank you for your interest. Only those selected for an interview will be contacted.

Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.