Document Controls Specialist

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 at AECOM. With 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.

Document Controller, Ottawa, ON.

AECOM is seeking a Document Controller to join our team in Ontario. AECOM is pleased to offer a flexible work environment. This position could be based out of Treaty 7 and Metis Nation of Alberta Region 3, Calgary, AB; Treaty 6, Metis Nation of Alberta Region 4 Edmonton, AB; Treaty 5, Manitoba Metis Federation Winnipeg, MB; un-ceded Anishinabe Algonquin territory, The Metis Nation Ottawa, ON or Treaty 6, Metis Nation Saskatchewan Saskatoon, SK with opportunities for hybrid and remote work meant to accommodate you!

Learning, working and living. Together.

AECOM is committed to supporting Indigenous communities through the work we do and the role we play as a global infrastructure leader. This commitment includes respectful engagement with Indigenous Peoples, governments, businesses and lands.

The ideas, experiences, innovations and forward-thinking solutions that Indigenous youth carry, align with AECOM’s values of building better communities for tomorrow. We are invested in walking with Indigenous peoples and communities to deliver on infrastructure projects and building economic reconciliation together.

How will we succeed? By relying, on the talents of the next generation and blending western and indigenous ways of building and working together.

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 SharePoint, Aconex or other specified EDMS.

The Document Controller 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 SharePoint Online and Power Automate.

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

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 SharePoint Online, BIM 360/ACC and industry standard EDMS methodologies.

Experience managing in a DC team environment.

Preferred Qualifications

Potential candidates must be First Nations Inuit or Metis, and applicants must declare that they are in the application form and our HR management system if successful.

Experience with EDMS systems including, SharePoint Online, BIM 360/ACC, Unifier, Oracle Aconex, Prism Contruent, and MS Power Platform including PowerAutomate, PowerApps and PowerBI.

Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook)

Experience with Technical Document Control Management software Share Point, BIM 360/ACC, Unifier, JD Edwards, Documentum EDMS, Aconex 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.

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.

Strong organization skills with attentive detail and professional technical writing skills.

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity 

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.