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Date: 
Location: 

Toronto, ON, CA

Operating Sector:  Civil East

Records and Archive Specialist

At Aecon, we’re building the future and our people are at the heart of everything we do. We're always looking for exceptional talent to work on our exciting and ever-expanding project portfolios. We are focused on being the #1 Canadian Infrastructure Company and the first choice employer in our industry.

 

 

Position Overview
Working with the Bid/Project document control manager (or equivalent) the Records Specialist will help develop, implement and manage the Bid and the Projects archiving process for both hardcopy and electronic data. They will also be responsible for overseeing the storage, backup, maintenance, protection and disposition of all records. There will also be a requirement to assist with the bid program or projects by processing, issuing, reproduction and filing of engineering and construction documents using our EDMS system, Aconex.

This position will be reporting to the Sr Manager, Document Control and will be based out of the Etobicoke office. 25% travel may be required to site offices within Ontario, Montreal and Vancouver.

 

Key Responsibilities

Responsible for the creating implementing the Arching process for Bid/Projects:
⦁    Establish the best course forward for archiving of Bid/Project documents
⦁    Software, storage etc.
⦁    Establish a robust records retention plan
⦁    Work with bid/project teams to ensure archiving is done efficiently, is consistent and adheres to client and regulation requirements.
⦁    Ensure project archiving is properly labelled, sorted and categorized for ease of use
⦁    Ensures that processes and policies comply with regulatory requirements for record retention are followed
Audits
⦁    Work with bid/project teams to reduce hardcopy archiving
⦁    POC for Iron Mountain – includes destruction of hardcopy records
⦁    POC for all archived projects/bids and control access to archived projects
⦁    Ensure document integrity within the archived environment
⦁    Monitors current developments in Canadian information management related legislation, industry and market trends, and standards. Interprets and determines potential impact and makes recommendations to ensure compliance.

Customer Support
⦁    Providing support to corporate/project/bids regarding the Archiving and Iron Mountain project document control practices This may extend to other services as required.
⦁    Identifying and escalating potential issues regarding records management to the relevant team
⦁    Identifying ways to continuously improve processes for RM and archiving
⦁    Maintaining confidentiality of all archival documentation
⦁    Train employee’s on efficient document archival usage

Reporting
⦁    Quarterly reports from Iron Mountain
⦁    Quarterly IM PO report from buyers
⦁    Records retention schedules from bids/projects (to be created)
⦁    Provide all reports requested in a timely manner
⦁    Assist in Creation/Communication/implementation and maintenance and auditing of all Aecon required contract submittals Report on all outstanding or unapproved submittals

⦁    Completing administrative tasks which could include;

  • Printing
  • Filing
  • Copying
  • Scanning
  • Uploading or downloading documents to DMS or archival system
  • CD, burning etc., 
  • WinZip

⦁    Other adhoc tasks

Procedures

⦁    Create and establish a procedure for archiving of project and bid documents
⦁    If required, assist in creating projects project document control initiatives or data management tasks under the direction of the project Document Control Manager
⦁    Archive all Project Documents at Project Close

⦁    Assisting the Document Control Manager in setting up hard copy filing system and maintaining wet signature hard copy filing 
⦁    Contractually provide hard copies and soft copies of documentation as per PA/client requirements
⦁    Assist Document control Manager in handover of system to client 
⦁    Provide Aecon with required document retention documentation
⦁    And all other duties as assigned

 

Knowledge and Experience
⦁    Certificate in Records Information Management, Archival Studies, Library Sciences or a combination of education, training and experience deemed equivalent.
⦁    Minimum five (5) years of experience in records/document management, information management processes and/or electronic information management systems.
⦁    Thorough knowledge of project documentation and engineering terminology
⦁    Excellent written and verbal communication skills
⦁    Strong attention to detail
⦁    Excellent organizational skills
⦁    Ability to multi-task and meet deadlines 
⦁    2 years previous document control experience in an engineering project environment or data management role
⦁    Ability to accurately and efficiently setup, create and maintain documentation metadata 
⦁    Ability to create, interpret and implement process, procedures, workflows and standards 
⦁    Experience in working within a team environment with strong focus on customer service
⦁    Intermediate working knowledge of Microsoft Office Applications such as but not limited to:

  • MS Project
  • Excel
  • Word
  • Outlook
  • Visio
  • PowerPoint

⦁    Intermediate/advanced working knowledge of Portable Document format software such as but not limited to;

  • Adobe Acrobat
  • Bluebeam

⦁    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 
⦁    Ability to document work tasks (work instructions) 
⦁    Experience in one-on-one training 

 

 

Aecon has every intention of fostering diversity within and across our organization. We welcome those who would contribute to the further diversification of our staff including, but not limited to, women, visible minorities, Indigenous people, 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.