Document Controls Specialist

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be h accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

AECOM is in need of a Document Controls Specialist to join our team in Markham, Ontario for a new hybrid position.

The job incumbent will be responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving all official project documents to, from and within the company using advanced Aconex EDMS.

The Document Control Specialist is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company and external stakeholders with quality assurance measures.

• Create and maintain Document Management Systems including library distributions and participant matrix.
• Ensure document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
• Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects.
• Organize necessary filing and archiving of technical documents.
• Configuring SharePoint systems to specified requirements.
• Assist in the coordination of documentation processes including creating automatic business workflows through Aconex.
• Extend SharePoint functionality with forms, web parts, and application technologies.
• Manage and maintain templates and information on project servers.
• Drive improvements and efficiencies in our data management systems & processes.
• Participating in other document control initiatives or data management tasks under the direction of the functional team lead.
• Construction Project Administration.
• Technical Document Control.
• Development of Corporate Standards and Documents.
• Management of Corporate Document Dataset and File Life-Cycles.
• Coordinating of RFI, RFR and Inspection Activities.
• Record management and document retention scheduling.
• Developing, and conducting internal project and process audits.
• Preparation for ISO 9001:2008 external audit.
• Developing Standard Operating Procedures including guides and templates.
• Tracking of Key Performance Indicators.
• Generating and maintaining BOMs of newly designed equipment.

• At a minimum, candidate requires BA/BS + 4 YORE or if candidate does not have this, they should have demonstrated equivalency of experience and/or education.
• Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies.

• Experience managing in a DC team environment.
• Ability to effectively communicate with all staff at all levels, clients and external vendors.
• Ability to anticipate project needs and work independently with minimal supervision.
• Efficient and resourceful at multitasking and initiative-taking in problem solving.
• Ability to work in a challenging environment and under pressure.
• Strong organization skills with attentive detail and professional technical writing skills.
• Advanced experience with EDMS systems including Aconex, SharePoint Online, Unifier, Oracle, Prism Contruent, BIM 360/ACC and MS Power Platform including Power Automate, Power Apps and Power
  
  BI.
• Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and…