Job Description

AECOM is in need of a Sr. Document Controls Lead to join our team in Toronto, Ontario including hybrid and/or remote assignments. This is a newly created 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.

KEY RESPONSIBILITIES
• 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 Data Base 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

Qualifications

Minimum Requirements
• 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.

Preferred Qualifications

6 years of Experience in Document Control.
• Experience with EDMS systems including Aconex, SharePoint Online, Unifier, Oracle, Prism Contruent, BIM 360/ACC and MS Power Platform including Power Automate, PowerApps and PowerBI.
• Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook)
• Experience with Technical Document Control Management software Aconex EDMS, Unifier, (Share Point, JD Edwards, Documentum EDMS, SAP, PrismDocs, CRM, ERP, Oracle, People Soft, ProjectWise, McLaren EDMS, Microsoft Office, AS400, Macros, Global Shop, Solid Works, FSCM, HCM, E-Fin, Proliance, e-Builder, Prolog and Micros). Familiar with POSSE and LiveLink, SPIN, and 311 Service Request Logs.
• Experience in Engineering, Construction or Owner Environment
• Trained internal auditor.

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.