Documents Controller - Vancouver, Canada - BGC Engineering Inc.

Description

The Role

BGC requires the services of a document controller/document control specialist. The document controller plays a crucial role in managing and organizing the extensive documentation associated with BGCs largest projects, ensuring compliance with standards and regulations, facilitating communication and collaboration among project stakeholders, and supporting quality management processes.

We are looking for someone who is organized, proactive, focused and has a sharp eye for detail and works well in a team environment. Overall, the successful candidate should possess a combination of technical knowledge, organizational skills, attention to detail, and effective communication abilities to manage engineering documentation effectively within a project environment.

This position can be based in any one of our Western Canada office locations (Vancouver, Kamloops, Calgary, or Edmonton).

Responsibilities

Responsible for the management of the document registry systems for current projects and future projects as needs arise. The document controller develops and maintains the document registry databases and user interface applications that include the controlled document repository, document numbering and version control, delivery transmittal registry.

The document controllers responsibilities also include:

Engineering Document Management:

• Oversees the management of engineering and construction management documents such as design reports/memorandums, calculations, drawings, specifications, requests for information (RFIs), site instructions (SI), and other technical documents
• Uses SharePoint for document management tasks such as uploading, categorizing, tagging, and organizing documents within document libraries. Understands how to set up metadata, document templates, and versioning settings to facilitate effective document control processes.
• Ensures that these documents are appropriately reviewed and accurately maintained, updated, and distributed to relevant stakeholders.

Drawing Management:

• Maintains a comprehensive register of all engineering drawings, including revisions, approvals, and associated metadata. Coordinates the review, approval, and distribution of drawings among design teams, contractors, and clients.

Change Management:

• Plays a key role in managing revisions and changes throughout a projects lifecycle, by tracking revisions, documenting change requests, and ensuring that updated documents are properly reviewed, approved, and communicated to stakeholders.

Other Duties Include:

• Ensuring that all project documents are delivered in a timely fashion
• Integrating all client specifications as required on individual projects
• Interacting with IT, clients and engineering groups for set up of electronic systems or projects
• Ensuring compliance with client requirements for maintenance of documentation
• Providing document control training to employees to ensure overall understanding and commitment to the document control role
• Providing updates to senior management regarding the status of internal, client or project issues resource planning and continuous improvement requirements
• Creating standards for project documentation procedures, where necessary and in collaboration with the project team management
• Managing the process of archiving project records.

Required Education, Experience, and Competencies

• Education: A bachelor's degree in engineering, construction management, project management, business administration, or a related field is preferred.
• Experience: 3-5 years of experience in document control, preferably in an engineering or construction environment, is preferred . Candidates should have a demonstrated understanding of engineering documentation processes, including document management, version control, and change management.
• Technical Skills: Proficiency in document management software tools such as SharePoint, Aconex, or similar systems management is required. Familiarity with engineering drawing standards, CAD software, and Microsoft Office Suite (Word, Excel, PowerPoint) is also
• Communication skills: Effective communication skills, both written and verbal, are important for liaising with project teams, contractors, clients, and regulatory authorities. Should be able to convey information clearly and professionally.
• Analytical skills: The ability to analyze complex documentation requirements, identify discrepancies or inconsistencies, and propose solutions is critical in this role.
• Teamwork and collaboration: A s part of a multidisciplinary project team, the ability to collaborate effectively with team members, resolve conflicts, and adapt to changing project requirements is important.

Position Requirements