Position Title:  Document Control Coordinator

Come Build Your Career at Aecon!

As a North American 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 Diversity, Equity, Inclusion, & Accessibility 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 was recently awarded a US$126 million contract by the Washington State Department of Transportation (WSDOT) to design and build the Interstate-90 (I-90) / State Road-18 (SR-18) to Deep Creek Interchange Improvements and Widening project near Snoqualmie, Washington. The scope of work includes the design and construction of a four-lane diverging diamond interchange, the widening of SR-18 to four lanes from the interchange to Deep Creek, as well as the design and construction of a single-span four-lane bridge over Lake Creek, a four-lane bridge over Deep Creek, and a two-lane bridge over Raging River. 

The Document Control Coordinator will sit out of our site office in Snoqualmie, WA. This is a permanent in-office position Monday to Friday. 

Key Responsibilities

Document Control System

• Responsible for the functioning and utilization of the document control system for the project
• Accountable for creating and maintaining project distribution matrix
• Provides training and support to all project team members regarding appropriate document control practices – this may extend to external users such as vendors, contractors, consultants, clients and other third parties

• Identifies and escalates processing or other system issues to the Project Controls or Document Control Manager in a timely manner
• Identifies opportunities for continuous process improvement and monitors for new and emerging software solutions

Reporting

• Assist in creating/implementation and auditing of a reporting system to track all NCR’s, CAR’s, RFI’s, Change Request and other documentation deemed critical by the project from start to finish
• Assists project teams with creating and developing reports in EDMS systems
• Assists in the preparation of the end of project report 
• Assists in Creation/Communication/implementation and maintenance and auditing of all required contract submittals
• Assist in Creation/Communication/implementation and maintenance a reporting system to track by originator all RFI’s through the key milestones of their lifecycle

Documentation

• Oversee the receipt, capture, control and access of all project documents
• Allocates project document/drawing numbers as required per guidance of Project Management, Project Agreement, and/or Client requirements.  
• Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the EDMS system in accordance with procedures and requirements for metadata for reporting/auditing
• Manage and coordinate the metadata and the process of storage for documents into the EDMS system by all internal and external parties
• Ensures achievement of established turnaround specifications from receipt of requests into document control to completion of processing and distribution
• Accountable for appropriate post-construction document archival / retention including as per Project Agreement specifications

Required Knowledge and Experience

• Post-secondary education either Bachelor’s Degree or College Diploma preferred, or equivalent experience
• A minimum of 5 years document control experience in a construction project/site environment
• Familiar with EDMS systems such as SharePoint and Procore
• Prior experience using electronic document management and document control system as well as in processing both design and vendor documentation
• Proficient in electronic file management (e.g. Explorer and WinZip)
• Intermediate to advanced knowledge of Portable Document format software such as Adobe Acrobat, Bluebeam
• Intermediate working knowledge of MS Office Applications such as: MS Project; Excel; Word, Outlook, Visio, Powerpoint
• Ability to accurately and efficiently setup, create and maintain documentation metadata
• Ability to interpret and implement process, procedures, workflows and standards
• Ability to document work tasks (work instructions)
• Experience working in a site / project team environment with the proven ability to build relationships with immediate and remote team members, clients, etc.
• Excellent written and verbal communication skills
• Exceptional organizational skills, with a proven ability to meet deadlines in a fast-paced environment

Aecon fosters diversity, inclusion and belonging within and across our organization.  We consider all applicants for positions without regard to race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law. 

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