Document Control Manager

ACCIONA is a global company, leading in the development of regenerative infrastructure that creates a positive impact on society. Our workforce consists of more than 60,000 professionals, present in more than 40 countries across the five continents, all contributing in our mission to design a better planet. Are you a passionate individual who wants to make a difference, promote sustainable development, and find solutions to the biggest global challenges including climate change, overpopulation, and water scarcity? Come and join us in building the infrastructure our planet needs to achieve a sustainable future.

We have successfully delivered large infrastructure projects across Canada since 2001. Our leadership and expertise span the entire value chain from research and development through construction, operation and maintenance of projects. Currently involved in some of Canada's largest infrastructure projects, ACCIONA delivers solutions that contribute to the economic and social progress of the communities in which it operates. www.acciona.ca

We have successfully delivered large infrastructure projects across Canada since 2001. Our leadership and expertise span the entire value chain from research and development through construction, operation and maintenance of projects. Currently involved in some of Canada's largest infrastructure projects, ACCIONA delivers solutions that contribute to the economic and social progress of the communities in which it operates. www.acciona.ca

Job Description

The Document Control Manager plays a key role in establishing and leading the rigorous document control procedures essential to the smooth operation of the TGP project. Their responsibilities include managing the document control team, document-related activities, ensuring adherence to quality standards, providing training and support, conducting audits, and fostering effective communication and collaboration among project stakeholders. Reporting to the Digital Delivery Director, the Document Control manager contributes significantly to the successful execution and delivery of the construction project while maintaining quality and compliance standards.

Development Phase:

• Develop and implement document control procedures and policies outlining the creation, review, approval, release, update, and archiving processes for project documents.
• Provide training to project team members on document control systems, procedures, and processes to ensure understanding and compliance.
• Offer ongoing support and assistance to project stakeholders regarding document control queries, issues, requirements, procedures, and processes.
• Participate in Working Group Meetings if needed.

Team Management:

• Lead the team of document controllers.
• Report to the Digital Delivery director ensuring adherence to document control procedures and processes.
• Provide guidance, support, and training to project staff to ensure effective performance and adherence to established standards.

Document Management:

• Ensure proper storage, cataloging, version control, and retrieval of project documents and records using document management systems or software.
• Maintain accurate and up-to-date document registers, logs, and databases to track document status and history.

Quality Control:

• Facilitate the application of quality control procedures to documents to ensure accuracy, completeness, and compliance with project requirements and standards.
• Conduct regular quality checks and reviews of documents to identify and address any discrepancies or inconsistencies.

Audit and Process Improvement:

• Audit and review document control processes regularly to identify areas for improvement and implement corrective actions as necessary.
• Collaborate with project management and stakeholders to implement best practices and streamline document control workflows.

Communication Management:

• Facilitate effective communication and collaboration among project teams, subcontractors, consultants, and other stakeholders regarding document control requirements and procedures.
• Serve as a central point of contact for document-related inquiries, requests, and updates.

Compliance and Documentation:

• Ensure compliance with regulatory requirements, contractual obligations, and industry standards related to document management and control.
• Maintain comprehensive documentation of all project-related documents, correspondence, and records for reference and audit purposes.
• Implement changes and updates to document control procedures and systems to optimize workflow and enhance productivity.

Collaboration:

• Work collaboratively with other departments leads during the delivery of the project.
• Work collaboratively with the Contracting Authority during all stages of the project.
• Foster a collaborative and high-performance culture within the project controls team.

Required Skills and Competencies

Technical Skills

• Document Management Systems: Proficiency in platforms like Unifier, SharePoint, ProjectWise, Asite, or similar tools for document control.
• Common Data Environment CDE: Understanding of ISO 19650 principles for managing project information in a structured manner.
• File Organization: Knowledge of file naming conventions, version control, and metadata tagging.
• Construction Documents: Familiarity with construction drawings, specifications, contracts, RFIs, submittals, and as-built documentation.

Management & Communication Skills

• Leadership: Ability to manage and lead a document control team effectively.
• Coordination: Strong communication and collaboration skills to work with project teams, contractors, and consultants.
• Problem-Solving: Ability to troubleshoot issues in document workflows or compliance.
• Training: Capability to train and onboard staff on document control procedures and systems.
• Clear Reporting: Ability to prepare document control reports for stakeholders and senior management.
• Stakeholder Engagement: Strong interpersonal skills to liaise with engineers, project managers, and external parties.
• Attention to Detail: High level of accuracy to ensure documents meet required standards and protocols.

DESIRED SKILLS, KNOWLEDGE, COMPETENCIES

• Time Management: Ability to manage multiple document control tasks within tight deadlines.
• Prioritization: Capacity to focus on high-priority tasks and deliverables while maintaining quality. Workflow Development: Experience in designing and implementing efficient document control workflows.
• Data Analysis: Ability to track and monitor document submissions and approvals. Reporting and Metrics: Developing and interpreting key performance indicators (KPIs) for document management.

Work Conditions:

Full Time out of 789 Don Mills Office.

ACCIONA has been given the Top Employer 2022, 2023 & 2024 certification in Canada, as well as the Top Employers North America 2022, 2023 & 2024 seal, which certifies the company's commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. As a company that values diversity as a source of talent, we work to foster an inclusive environment that promotes respect, belonging and engagement so that all people can participate on an equal opportunity basis. We invite everyone to apply regardless of origin, circumstances, background or condition.