About the job
Document Controls Specialist - Markham, Ontario
AECOM is seeking a proactive Document Controls Specialist to become an integral part of our team in Markham, Ontario. This new hybrid role is designed for individuals who thrive in dynamic environments and are eager to contribute to our innovative projects.
The successful candidate will oversee the entire lifecycle of official project documentation, from sending and receiving to distributing, tracking, expediting, and archiving using our advanced Aconex Electronic Document Management System (EDMS). This role also includes assisting in the roll-out and management of our Document Management System while ensuring quality assurance for both internal and external stakeholders.
Key Responsibilities:
- Create and maintain comprehensive Document Management Systems, including library distributions and participant matrices.
- Ensure document control functions adhere to corporate procedures and project specifications, executed timely and efficiently.
- Facilitate effective workflows and communication among clients, vendors, subcontractors, and team members across various projects.
- Organize the filing and archiving of essential technical documents.
- Configure SharePoint systems according to specified requirements.
- Assist in coordinating documentation processes, including establishing automated business workflows through Aconex.
- Enhance SharePoint capabilities with forms, web parts, and application technologies.
- Manage and maintain templates and relevant information on project servers.
- Drive improvements and efficiencies within our data management systems and processes.
- Participate in document control initiatives and data management tasks led by the functional team lead.
- Oversee Construction Project Administration and Technical Document Control.
- Contribute to the development of corporate standards and documentation.
- Manage the Corporate Document Database and oversee file life-cycles.
- Coordinate Requests for Information (RFI), Requests for Review (RFR), and Inspection Activities.
- Implement record management and document retention scheduling.
- Develop and conduct internal project and process audits.

