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Date:  Nov 21, 2022

Mississauga, ON, CA

Operating Sector:  Major Projects East

Position Title:  Coordinator, Document Control

Build Your Career at Aecon

Aecon is proud to build some of the most impactful infrastructure projects of this generation. From the roads and transit systems that connect our communities, to the communication networks that link us from coast-to-coast, and the water infrastructure that supplies our businesses and homes. Our integral work includes constructing the pipelines that join provinces with the energy that fuels the nation, and the airports and ports that connect us all. Aecon is there, safely and sustainably building the future.  


We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our employees. We are always searching the globe for exceptional candidates to join the Aecon family and be a part of our forward-thinking, innovative, best-in-class organization!  


What is the Opportunity?

Aecon Civil is a market leader with a self-perform competitive advantage and core local strength in key markets. We’re proud of our work helping to expand and improve Canada’s infrastructure and transportation networks, and we’re ready to build the future of our country.


The Document Control Coordinator is responsible for the processing, issuing, reproduction and filling of engineering and construction documents to ensure accuracy and timeliness.  The position is based on an exciting heavy civil infrastructure project in the GTA.


What You'll Do Here:

  • Assist with a functioning and utilization of electronic document management system (EDMS) for the project
  • Provide team members with guidance when required
  • Maintain distribution groups and participant matrix
  • Use and update a project distribution matrix for use in documentation communication via transmittal, memo or email in EDMS systems
  • Allocate project document/drawing numbers as required per procedures
  • Use Aconex and other Project EDMSs to create, register, circulate and transmit documents using approved document control procedures
  • Assist in providing support to all project participants regarding the project document control practices, this may extend to external users such as vendors, contractors, consultants and all third parties and clients
  • Identify and escalate processing issues or other system issues to the project Document Control Lead in a timely manner
  • Participate in other project document control initiatives or data management tasks under the direction of the project Document Control Lead
  • Carry out all other documents control and coordination duties as assigned
  • Maintain confidentiality of all project documentation
  • Responsible for the functioning and utilization of the document control system for the project.
  • Troubleshoot as required (liaise with IT)
  • Responsible for achieving and maintaining a high level of accuracy in capturing meta-data in the EDMS (Aconex) 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 (Aconex) system by all internal and external parties
  • Identifying ways to continuously improve processes for the team
  • Highlighting to the Project Controls Manager immediately if processing targets cannot be met (24-hour turnaround)
  • Ensuring the 24-hour turnaround from receipt of requests into document control system to completion of processing and distribution is achieved
  • Assist Teams with creating and developing reports in DMS systems
  • Assist in the preparation of the end of project report
  • Provide all reports requested in a timely manner
  • Assist in Creation/Communication/implementation and maintenance and auditing of all required contract submittals Report on all outstanding or unapproved submittals
  • Assist in Creation/Implementation and auditing of a reporting system to track all NCR’s, CAR’s and other documentation deemed critical by the project from start to finish
  • Maintain a reporting system to track by originator all RFI’s from the date of receipt, through to the return of the response to the originating party Report on all overdue responses
  • Oversee the receipt, capture, control, and access of all project documents
  • Assisting in turnover of deliverable documentation when and as required as defined in project procedures
  • Maintain a hard copy filing system and maintaining wet signature hard copy filing if required
  • Contractually provide hard copies and soft copies of documentation to the Client if required


What You Will Bring to the Team:

  • Post-secondary education – Bachelor’s Degree or College Diploma in a related field preferred
  • 2 years of previous document control experience in a construction site environment is preferred
  • Experience in using an electronic document management system (Aconex, BIM360, eBuilder, Unifier preferred)
  • Ability to maintain documentation metadata
  • Ability to interpret and implement process, procedures, workflows, and standards
  • Experience in working within a site team environment with a strong focus on customer service
  • Excellent written and verbal communication skills
  • Strong attention to detail
  • Excellent organizational skills
  • Ability to multi-task and meet deadlines in a fast-paced environment
  • Willingness to learn and work with a multidisciplinary team
  • Intermediate working knowledge of Microsoft Office Applications such as but not limited to: Intermediate/advanced working knowledge of Portable Document format software
  • Proficient in electronic file management e.g., Explorer and WinZip
  • Ability and flexibility to quickly learn other software tools as required
  • Proven communication/interpersonal skills to build relationships with the immediate and remote team members
  • Previous experience in processing both design and vendor documentation highly desirable
  • Ability to document work tasks (work instructions)
  • Experience in one-on-one training
  • Team player
  • Self-starter
  • Able to work with minimum supervision




What Makes us Aecon Proud:

  • Engaging and agile workplace culture, collaborative and inclusive teams
  • Commitment to sustainability and to becoming a net-zero company by 2050
  • Investing in our people through a variety of learning and development programs such as Aecon University, BluePrint leadership program, and Project Management Academy
  • Variety of wellness benefits, access to virtual health care, 100% employer-paid health and dental premiums, Employee Assistance Program, Best Doctors Program, and more.
  • Tuition reimbursement opportunities
  • Recognition and rewards through Aecon Accolades, Aecon Achievement Awards and more
  • Employee Stock Options, Short Term Incentive Program, Retirement Savings and Pension Plan


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. If you require accommodation during any step of the application process, please click here.