Senior Document Controller

What You’ll Be Doing:

• Supporting the PMO, Client, Consultants etc. infrastructure development projects by applying appropriate and proper electronic document archiving procedures;
• Performing quality control checks to ensure that digital files are Complete, Legible, Oriented correctly, Named consistently with the file naming convention, and Archived consistently with the file directory structure convention;
• Developing and/or revising document control procedures as required by the Program.
• Ensuring that activities in the document control processing adhere to document control procedures.
• Monitoring the use of the automated workflows and ensuring they are consistently operational / performing as designed.
• Supervising the accuracy of data entered by the document control staff in applied document control system.
• Supervising the efficiency of applied document control system on a regular basis and coordinating with the PMIS administrator about issues or modifications.
• Issuing and distributing reports on the status of documents to ensure all outstanding issues have been addressed.
• Supervising the proper organization and maintenance of the Project Documents.
• Communicating with all Program staff about any policy changes in the document control department.
• Ensuring that all requests for documents are addressed in an efficient and expedited manner.
• Preparing document control reports or any type of document required by any Program department.
• Ensuring document distribution, both in hard copy and electronic copy, is carried out efficiently to meet the needs of the Program.
• Supervising and managing the activities of the document control associates.
• Communicating with the staff and ensuring that the necessary equipment and training are provided.
• Regularly liaise with project teams to establish and coordinate work to ensure requirements are efficiently met.
• Assisting in the preparation of specialized program reports / presentations for management.
• Must be able to effectively and efficiently plan work commitments and priorities to accomplish the mission objectives as directed by Project Controls.
• Coordinating with the project team, contractors, consultants, and Information Technology (IT) department to support the project close out process and assist with document onboarding from the Project Management Software System (PMSS) to the final repository;
• Performing additional assignments as directed.

What Required Skills You’ll Bring:

• Receives, tracks, and monitors documents using standard document management programs to register documents, create workflows, maintain databases, and produces logs, transmittals, and other reports as required.
• Enters data and produces reports using other standard office automation or department-specific computer applications. Initiates and replies to routine correspondence related to area of responsibility.
• Contributes as a team player who is deadline driven and works well with others.
• Provides assistance to users in capturing and locating electronic information.
• Exceptional information management/document control skills
• Proficient with EDMS (Aconex, Sharepoint, PMWeb)
• Demonstrated ability to interact effectively with Client and consultants

What Desired Skills You’ll Bring:

• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
• Assignments will require a working knowledge of Electronic Document Management Systems (PMWeb, Aconex)
• Good written and oral communication skills
• Organizational and interpersonal skills