Position Title:  Project Administrator & Document Controller

Come Build Your Career at Aecon!

As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we can’t do it safely, we don’t do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us! 

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our people. We’re always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

What is the Opportunity?

Aecon holds a Master Construction Contract with Canadian Nuclear Laboratories (CNL) for completing projects at their Chalk River, Ontario site. This is a dynamic growth opportunity in a fast-paced environment working with an exciting client and site that is rich in history, as it was the location of the first nuclear reactor in Canada. Today, you can be a part of history by joining the nuclear renaissance.

The Project Administrator & Document Controller is a highly motivated self-starter who will assist in various areas of the CNL project, depending on business requirements.

The Project Administrator & Document Controller will report to site leadership and will be responsible for the following:

What You'll Do Here:

• Administrative Duties:
  
  • Perform all Administrative and Clerical duties for the site and other sites teams within the CNL Chalk River site for Aecon projects.
  • Assist site leadership (project managers, construction managers, and superintendents) in tracking, analysis, and forecasting of ongoing projects.
  • Assist in invoicing and gathering all required documents for customer payment.
  • Maintain filing systems for contract documents in accordance with auditing procedures and ensure home office has all documentation.
  • Support and/or assist in purchasing products and services for the project site where applicable.
  • Order office and sundries supplies as required on site.
  • Preparing project distribution memos and emails.
  • Prepare equipment for new employees and workstations, collaborate with IT for setup.
  • Onboard and Offboard employees.
  • Maintaining and ordering of office supplies, Coffee supplies and other requests.
  • Set up site events and functions, order food and supplies.
  • Assist with other sites events and functions.
  • Submit expense reports for management.
  • Arranging setup of meetings, taking minutes of meetings.
  • Other duties Site Managers require assistance within other departments.
  • Ensure all documentation regarding timesheets and personnel-related allowances are transferred to Accounting/CNL systems daily or weekly as required. 
  • Enter daily/weekly payroll hours via approved timesheets from SAP to Time Control.
• Document Control Duties:
  
  • Print, scan, and combine documents and records.
  • Set up and maintain project documentation within the EDMS system.
  • Check the quality of drawings and documents to be catalogued.
  • Receive, track, and monitor drawings and documentation.
  • Generate transmittals to send documentation to external parties via electronic or hard copy means.
  • Verify the accuracy of transmittals.
  • Expedite the review of internal and external documentation within engineering and construction departments.
  • Receive and record reference engineering documents (e.g., project documents, drawings, support drawings, specifications, line lists), revisions, cancellation notices, and RFI responses.
  • Issue transmittal, drawing, electronic file, revision, and hold notice confirmations.
  • Maintain and file drawings and related documents in the reference library.

What You Bring to the Table:

• 3-5 years of construction site experience.
• 1-3 years of administrative experience.
• Post-secondary education in business or equivalent combination of education and related experience.
• Proficient in MS Office applications (Word, Excel) in a Windows environment.
• Working knowledge of job cost accounting.
• Intermediate computer skills.
• Experience with SAP (or similar tool) is an asset.
• Knowledge of Asset Suite (preferred), SharePoint, Aconex (EDMS), Acrobat, or Blueprint (not essential but an asset).
• Basic knowledge of engineering terminology (an asset).
• Strong communication skills, able to deal tactfully with employees, visitors, and customers.
• Team player, flexible, and able to work well with site team members.
• Multi-tasking and able to work within time constraints.
• Attention to detail, excellent organizational skills, and discretion with confidential information.
• Ability to work independently with accurate computer data input and record keeping.
• Understands and is committed to Nuclear Safety.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.