Document Control Administrator

Key Duties and Responsibilities

• Support the development, administration and continuous improvement of:
  • Mechanical Quality Management Systems and Processes
  • Mechanical Project Management Systems and Processes
  • Mechanical Document and Record Management Systems and Processes
• Coordinate Regional training and auditing for the above systems and processes
• Develop training and auditing skills in order to contribute to these activities
• Administrative assignments including planning, document development and travel coordination
• Promote a culture of process driven management throughout CEDA
• Manage the project document life cycle
• Support facilities and mechanical fleet and log the documents associated
• Understanding of the Client Document Control Process
• Manage the regional document numbering system in accordance with CEDA PMO
• Log and update all Client received project POs along with conforming to CEDA contracts
• Manage and update CEDA SharePoint in accordance with project and Regional needs
• Ensure project turnover documents are populated and complete prior to submission to client
• Manage and maintain regulatory documents, i.e ABSA, CWB, etc.
• Manage PO increase as well as closeouts for all CEDA Mechanical divisions
• Receive, file, copy both internally and externally and distribute both paper and electronic versions of all drawings and documents.
• Review, catalogue and distribute all engineering drawings as required.
• Ensure accurate drawing packages are prepared for production.
• Watermark all engineered drawings with date received and project number.
• Scan and database the approved shop drawings and maintain hard copies.
• Maintain electronic filing of drawings in the Project Folders.
• Provide technical and administration support to other departments as required.
• Perform document control and quality management activities.
• Taking minutes for all Quality meetings and complete general office duties such as ordering supplies, faxing, photocopying and filing.
• Provide support to the Quality group in regards to audits, inspection reports, and other daily activities and assist Regional Quality Manager with day to day activities
• Monitors the day to day quality transactions both internal and external from a financial perspective, i.e invoicing, requisitioning, etc

Role Specifications

• Incumbent should have 1-2 years previous experience within document control.
• Prior knowledge of engineering data and information management combined with strong IT skills would be highly desirable.
• Knowledge of Quality Management and Project management systems and processes.
• Previous experience with Quality System documentation, including ISO guidelines, combined with strong documentation practices is an asset.
• Advanced computer skills (MS Office, Sharepoint)
• Refined written and verbal communication skills.
• Experience with Field Change Management systems and Document Revision control a strong asset.
• Working knowledge of industrial electrical drawings and specifications would be preferred.
• Strong computer skills and knowledge of required software. MS Office and Acrobat.
• The incumbent must be able to work with minimum supervision.
• Demonstrate strong interpersonal skills and work in a positive and collaborative manner.
• Demonstrate strong analytical problem solving and organizational skills.
• Good organizational and multi-tasking skills to manage & prioritize multiple projects.
• Strong orientation towards attention to detail is a must.
• Must have solid organizational and process improvement skills.