The Vancouver office of Smith + Andersen is currently seeking a Document Controller. You are highly organized with an impeccable eye for detail and can ensure that our high standard of quality is maintained. You have a thorough understanding of the working framework for document management and control procedures. You are a team player who enjoys working with stakeholders to ensure all documentation is submitted in accordance with company standards and client requirements.
Does this sound like you? If so, here are some of the more detailed responsibilities you can expect in this position: Manage all project documentation for projects assigned including contractual documents (such as Project Agreement, RFIs, and addenda), internal documentation (drawings, schedules, and specifications) and construction documentation (such as RFIs and site instructions). Download and distribute all contractual documents; maintain a consolidated set of all current documents and timely archiving of previous document versions. Manage design and construction schedule updates and distribute information to the project team. Coordinate and issue internal documents including drawing submissions, specifications and site instructions; maintain a consolidated set of all current documents. Issue mechanical, electrical and system site instructions and changes notices; coordinate between disciplines to ensure documents are issued together. Manage and issue multi-disciplinary coordinated responses to all construction RFIs; ensure that RFIs are returned on or before required due dates. Manage and issue multi-disciplinary coordinated responses to all construction shop drawings; ensure that shop drawings are returned on or before required due dates. Maintain a current folder of all received RFIs, shop drawings, responses, reviewed shop drawings and indexing appropriately to match the construction team’s system. Prepare specifications and run macros ensuring each aspect of the job is specified correctly; format macros according to S + A standards or using client templates; assist designers and project managers in editing job specifications. Assist in preparation and formatting of other documents such as compliance responses and presentations. Conduct quality assurance checks on outgoing submissions. Manage, issue and format project job reports from construction administrators. Maintain databases and filing systems for all projects; update internal systems ensuring records are well maintained and up-to-date. Other administrative duties as required.
A few more qualifications which will help you with these responsibilities : University or College degree in Business Administration, or acceptable combination of education and experience would be an asset. 2 to 5 years of experience providing administrative support within the construction, architecture or engineering field. Have superior organization and administrative skills with the ability to prioritize and multitask in a fast paced environment. Advanced computer skills, with knowledge of all Microsoft Office Suites. Strong written and oral communication skills; able to communicate with both internal and external clients. High attention to detail and an ability to accept direction. Highly organized and able to prioritize work schedule. Ability to work independently as well as part of a team.