Key Responsibilities
Document Management & Control
- Establish and maintain document control systems and procedures
- Receive, track, and distribute internal and external documents
- Ensure documents are properly filed, version-controlled, and archived
- Maintain document registers, logs, and tracking systems
- Control issuance of documents to ensure only current versions are in use
- Create and update Master Vendor Document Lists and Master Document Lists for projects
- Manage client document drawing number requests
- Manage internal drawing number requests and revision control
- Create and distribute Bluebeam sessions for project teams
- Project close out and turnover to client
Project Coordination
- Assist Project managers to develop and maintain project schedules
- Assist Project teams by maintaining manpower scheduling
Quality & Compliance
- Ensure documentation complies with company standards and regulatory requirements (e.g., ISO standards if applicable)
- Perform regular audits to verify document accuracy and completeness
- Support internal and external audits by providing required documentation
- Maintain confidentiality and security of sensitive information
- Quality check transmittals requests and logs prior to issuing packages
- Archive historical documents for compliance
Project & Team Support
- Coordinate with project managers, engineers, designers, HR, and other stakeholders on document needs
- Support onboarding of new projects with proper document setup and workflows
- Assist teams with document retrieval and system navigation
- Provide training on document control procedures and systems
Systems & Process Improvement
- Manage document control systems (e.g., SharePoint, ACC, or other platforms)
- Identify opportunities to improve efficiency and accuracy of document processes
- Implement best practices for document management and digital workflows
Qualifications
Education
- Diploma or degree in Business Administration, Information Management, or a related field preferred
Experience
- Minimum 5 years of document control or administrative experience (engineering, construction, oil and gas or corporate environment preferred)
- Experience working with document management systems (SharePoint, FormaBuild)
Skills & Competencies
- Strong attention to detail and organizational skills
- Ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- High level of discretion and confidentiality
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Familiarity with Canadian data privacy and records management practices
- Self-motivated team player
- Exceptional organizational and problem-solving skills
- Ability to prioritize multiple assignments
Working Conditions
- May require coordination across multiple time zones (Canada and U.S.)
- Occasional overtime based on project deadlines
Key Competencies
- Accountability and accuracy
- Process-driven mindset
- Collaboration and communication
- Problem-solving and adaptability
- Self starter
Pay: $65,000.00-$85,000.00 per year
Benefits:
- Company events
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
Experience:
- Document management: 5 years (required)
Location:
- Calgary, AB T2P 1G6 (required)
Work Location: In person
