What are the responsibilities and job description for the Document Control - Engineering position at Ellaway Blues Consulting?
Duration: 6-month contract
**Per diem available for eligible candidates***
Our client is seeking a Document Control Specialist to join their team and support the management, organization, and distribution of project documentation and records across the company. This individual will be responsible for ensuring that all documentation related to operations, projects, and regulatory compliance is properly managed and stored. The role requires a highly organized and detail-oriented professional to handle a variety of documentation tasks and facilitate efficient document flow within the company.
Key Responsibilities
- Maintain and manage the company's documentation system, ensuring that all documents are correctly filed, organized, and easy to retrieve.
- Review and verify the accuracy of incoming documents and ensure they meet standards and requirements.
- Control the versioning of documents and maintain the latest approved versions to prevent discrepancies.
- Ensure that documents are distributed to the appropriate stakeholders in a timely manner.
- Facilitate the review and approval process for various documents, including project plans, reports, contracts, and regulatory compliance documents.
- Ensure all documents are compliant with internal procedures, industry standards, and relevant regulations.
- Assist in ensuring that documents adhere to quality management and regulatory requirements.
- Maintain an organized filing system for both physical and electronic documents.
- Ensure that all records are retained in compliance with company policy and applicable legal/regulatory requirements.
- Assist with periodic audits to ensure documents are up-to-date, accurate, and properly archived.
- Work closely with project managers, engineers, and other departments to support documentation needs related to ongoing projects.
- Provide assistance with document-related queries and requests for internal and external stakeholders.
- Coordinate the issuance of documents to contractors, clients, and suppliers as needed.
- Proactively suggest improvements to document control processes, ensuring increased efficiency, accuracy, and ease of use for all teams.
- Develop and implement systems for document tracking and ensure that all project and operational documents are readily available when needed.
- Provide training to team members and other employees on document control processes and best practices.
- Ensure that all personnel are familiar with document control procedures and adhere to company standards.
Qualifications
- High School Diploma or equivalent
- At least 2-3 years of experience in a Document Control or administrative role, ideally within the manufacturing, construction, engineering or mining industries.
- Experience in managing project documentation and working with multiple stakeholders is preferred.
- Strong organizational skills with a keen attention to detail.
- Proficiency in document management software and Microsoft Office Suite (Word, Excel, Outlook).
- Experience with project management tools and document control systems like Procore, Aconex, or SharePoint is a plus.
- Ability to prioritize tasks and manage multiple deadlines effectively.
- Strong written and verbal communication skills
